Speaker's Bureau Guidelines
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ARTICLE I: NAME
The name of this organization shall be the District 47 Speakers Bureau, an operational arm of Toastmasters District 47.
ARTICLE II: PLACE OF BUSINESS
The office of the D47SB shall be located in the place of business of the Chairperson or at such other business location as may be determined by the D47SB Board of Directors.
ARTICLE III: PURPOSES
The Purposes of the Speakers Bureau shall be:
A. To promote the common speaking interests of those engaged in Toastmasters International and the public speaking industry.
B. To promote cooperative networking opportunities among its members.
C. To provide a forum for the effective exchange of public speaking knowledge, trends, Ideas, training and innovations.
D. To promote and enhance the image of Toastmasters and the quality speaking professionals throughout the State of Florida and The Islands of the Bahamas.
E. To foster a broad understanding, acceptance and demand for Toastmasters speakers whether they are professional speakers or working their way throughout the Toastmasters' manuals.
F. To help develop Toastmasters' speakers in the speaking profession and gain public recognition through public speaking actions.
G. To promote the highest standards of public speaking practices in the professional speaking industry.
H. To promote a cooperative liaison with other Speakers Bureaus throughout the world and organizations such as the National and the Florida Speaker's Associations.
I. To do any and all things that are lawful and appropriate in the furtherance of these purposes.
ARTICLE IV: MEMBERSHIP
Section 1 Type of Membership and Qualifications
All speakers must have completed six (6) speeches in the Competent Communicator Manual prior to becoming a member of the Speakers Bureau. A speaker's membership level will be determined based upon a review of a Speaker's abilities. This review will be done either through a live presentation at a District Conference or TLI, or through submission of a demo video that was performed outside of the club environment.
A. Professional Membership – Tier 1
Individuals in good standing who have achieved the Accredited Speaker Designation or are speaking professionally and can provide a demo of their specialty speeches. Professional members will be invited to present ‘special’ training programs at district conferences. District leads for speaking opportunities with corporate customers will be offered to Professional Members.
B. Executive Membership – Tier 2
These individuals must have TLI or District Conference presentation ability. Speech type and presentation style must be reviewed and classified for appropriate lead selection. Executive members will be invited to present educational sessions and/or be the Master of Ceremony at district conferences. Selected district leads for speaking opportunities will be offered to Executive Members.
C. Premier Membership – Tier 3
These members look forward to talking about Toastmasters to organizations such as Rotary, Kiwanis, Lions, Public Libraries etc. Premier members may be invited to present at Toastmasters Leadership Institute conferences. They will have exposure opportunities at Area, Division and District events.
D. Student Membership – Tier 4
Any Toastmaster, in good standing, wishing to support the District 47 Speakers Bureau by getting involved with the Public Relations Office. This Toastmaster could support the PRO at TLIs, Area, Division or District conferences by manning the PRO Kiosk, serving as a photographer, assisting the Lieutenant Governor of Marketing during special events and serving as Public Relations attaché to the International Director, District Governor and high profile guests during District events. They may also be asked to speak at District or Division TLI's at the discretion of the Lt. Governor Education & Training.
Members of the Board of Directors are entitled to the waiving of their Annual Speakers Bureau dues.
Section 2 Termination of Membership
A. Resignation from the District 47 Speakers Bureau.
Any level member may resign from membership in the Speakers Bureau by filing a letter of resignation with the PRO office. The PRO will notify the Speakers Bureau executive office and marketing of member will cease immediately. Resignation shall not relieve such member from the obligation to pay in full all dues, assessments or any other indebtedness owed. The speaker will be expected to fulfill any existing commitments for speaking engagements, or find a replacement suitable to the requesting organization and the Speakers Bureau Chair. Membership fees are non-refundable.
B. Termination for Cause
Any level member may be terminated for cause from the Speakers Bureau under the following conditions:
- Failing to maintain membership within a Toastmasters Club located in District 47.
- Failing to appear at engagements that have been committed to through the Speakers Bureau
- Bringing disrepute to the Toastmaster's Organization
Termination for Cause, other than for subsection B-1, shall be made upon recommendation of the Speakers Bureau Chair or Vice-Chair. Once recommendation to terminate has been made, the member is suspended pending action by the Executive Committee. The Executive Committee shall meet with the member to determine the facts. The Executive Committee may take action including
- Reinstatement – member will be reinstated immediately with no further action.
- Probationary period – member may be put on probation for up to 90 days. During this period, engagements may be offered through the Speakers Bureau. Further violations of the Speaker's responsibility may lead to termination.
- Suspension – member may be suspended for up to 90 days. During this period, no engagement will be offered through the Speakers Bureau. Upon successful completion of the suspension period, the member will be asked to renew their commitment to the Bureau prior to reinstatement. Members who have been suspended will automatically be placed in a probationary period for 90 days following the term of the suspension.
- Termination of membership. Termination can only be made by a 2/3 vote of the Executive Committee.
C. Appeal of Termination for Cause
A member who has been terminated for cause, other than for subsection B-1, may appeal to the current District 47 Governor. The decision of the District 47 Governor in this case shall be final.
D. Reinstatement
A member Terminated for Cause under subsection B1 will be automatically reinstated once he or she renews membership in a Toastmasters club within District 47, provided that he or she is current in Speakers Bureau dues.
Section 3 Voting
A. General Voting
In addition to the TRIO, PRO and the executive committee, each Professional member shall have one (1) vote in the affairs of the speakers bureau.
B. Executive Committee Voting
At Executive Board meetings, whether by physical, email, telephone, webinar, second life conference or fax, only Toastmasters in good standing, who are elected on the TRIO, PRO and Executive Board shall have the right to cast one (1) vote in the affairs of the D47SB.
C. Majority Voting
Any decision of the D47SB Executive Committee shall be by a majority vote of those members present and voting, unless otherwise provided for in these Bylaws.
D. Voting Eligibility
Only those members whose dues are paid in full as of the convening of a meeting of the Membership shall be in good standing and entitled to vote at said meeting.
E. Proxy Voting
All voting at a regular or special meeting of the speakers bureau shall be in person by qualified members and no proxies will be accepted.
ARTICLE V: MEETINGS AND QUORUMS
Section 1 Membership Meetings
There shall be regular meetings of the Speakers Bureau Executive Committee. Times and locations shall be determined by the chairperson, with notice thereof to all members published thirty (30) days in advance. There will be a minimum of two (2) Membership Meetings per calendar year to be held at the District Conferences.
Section 2 Special General Meetings
Special Meetings may be called by the TRIO, PRO or Bureau Chairperson upon request by twenty-five percent (25%) of the Professional Members of the Bureau. Notice of special meetings shall be emailed or otherwise delivered to each member at their last recorded email or mailing address at least thirty (30) days in advance, with a statement of the time and place and information as to the subjects to be considered.
Section 3 Committee Meetings
Each appointed Chair shall hold regular meetings with their committee as necessary for effective administration of the committee’s obligations to the Speakers Bureau and the District 47 Administration.
Section 4 Board of Directors Meetings
A special Board of Directors meeting shall be called upon demand of a majority of board Members. Notice of special board meeting shall be communicated via fax, telephone, or email to each board member with a statement of time and place and information as to the subject or subjects to be considered.
Section 5 Executive Committee Meetings
The Executive Committee shall meet periodically upon call by the PRO and/or Chairperson at such times and places designated to conduct the affairs of the D47SB as required by these Bylaws.
Section 6 Quorums
For meetings of the D47SB Executive Committee, the PRO, Chairperson and voting membership present and in good standing shall constitute a quorum. For a Board of Director’s meeting, a majority of the total members of the Board consisting of the Chairperson elected officers, committee chairs, and professional members shall constitute a quorum.
ARTICLE VI: CHAIRMAN / VICE CHAIRMAN / CHAIRS / DIRECTORS
Section 1 Appointed Officers
The SB Chairperson shall be appointed by the District Governor in consultation with the PRO, Lt. Governor Marketing and Lt. Governor Education and Training. The Vice Chair shall be appointed by the PRO and Chairperson with the approval of the District Governor. The initial officers shall be appointed by the Chair, with the approval of the PRO and the District Governor. After the initial term all other officers shall be elected. No more than one office shall be held by the same person.
Section 2 Election
Officers shall be appointed at the second annual district conference usually held in May each year. The Vice Chairperson shall automatically assume the office of Chairperson unless declined by the Vice Chair, upon approval by the District Governor. Following the Nominating Committee report, the floor shall be opened for further nominations for each office except that of Chairperson and Vice Chair. If more than one person is nominated for a respective office, election shall be by secret ballot and a majority of the votes cast shall be elected. Individuals must be Professional or Executive Members, in good standing, to be eligible for election.
Section 3 Terms of Office
Nominated and elected officers shall take office from July 1st to June 30th thereby serving for one year (term). The elected officers shall not be elected to the same office for more than two consecutive terms.
Section 4 Board of Directors
The Board of Directors shall be composed of the Chairperson, Vice Chairperson, Operations Director, Marketing Director, Secretary, District 47 Public Relations Officer, immediate past Chairman, and 1 Member at Large. All Board Members shall take office on July 1st and serve for one year or until their successor is duly elected or appointed and qualified. All members of the Board of Directors shall serve by virtue of their respective elected or appointed position.
Section 5 Succession of Board of Directors
In the event any of these officers shall leave office prior to the end of their term, a special Executive Committee meeting will be called by the LGM and/or PRO to appoint an interim replacement.
Section 6 Reimbursement of expenses
All board members expense reimbursements must be approved by the PRO & Chairperson prior to any submission. Speaking engagement expenses not related to district events must be addressed with the entity requiring the speaker. Board members are entitled to mileage expenses, as provided for by the District 47 Procedures, for any Board Meeting.
Section 7 Absence
Any member of the Board absent from a Board meeting shall state the reason for his or her absence. If the Member is absent two (2) consecutive meetings for reasons which the D47SB Board has failed to declare to be sufficient, the Member may be removed from office by the PRO and Chairperson without a vote.
ARTICLE VII: COMMITTEES
Section 1 Appointment and Service
Except as otherwise specified in these Bylaws, appointments of D47SB members to all committees shall be made by the TRIO, PRO and Chairperson for a term of one (1) year. Designation of the Vice-Chairs shall be made by the PRO and/or Chairperson appointed. Except for the Executive Committee, which he or she chairs, the Chairperson shall serve as an ex-officio member of all committees, not to be counted for purposes of a quorum, but with the power to vote in case of tie votes.
Section 2 Speakers Bureau Action Committees (SBAC)
The Standing Committees of the Speakers Bureau shall be as follows: Executive, Administrative, Technology, Public Relations, Guidelines, Awards, Education, Holiday/Special Events/Party, TI Affairs, Membership, Nominating, DEC/TLI & Conferences. Each Standing Committee shall have not less than two (2) members.
Section 3 Reports
All committee reports shall be presented to the Chairperson or designee for approval or disapproval prior to presenting the report to the Board of Directors.
ARTICLE VIII: DUTIES OF OFFICERS, BOARD MEMBERS AND COMMITTEES
Section 1 Chairperson
The Chairperson shall be the Chief Executive and Administrative Officer of the Speakers Bureau. The Chairperson shall call and preside at all meetings of the D47SB, the Board of Directors and the Executive Committee and shall be a member ex-officio of all other committees. He or she shall perform all duties that are necessarily incident to the office of Chairperson or as may be prescribed by the TRIO and/or PRO. He or she shall appoint committee members and designate the chairpersons with the assistance of the Executive Committee and Board of Directors. He or she shall at all time consult with the TRIO and PRO on matters of policy in conducting the affairs of the D47SB.
Section 2 Vice Chairperson
The Vice Chairperson shall assist the Chairperson in the administration of D47SB affairs, working with the Board and Executive Committee in all matters, for the good of all members. The Vice Chairperson shall perform the duties and exercise the powers of the Chairperson in the event of the Chairperson’s absence, disability, or inability to act. He/she, in agreement with the TRIO and PRO shall designate a new permanent or temporary Vice Chairperson to assist with the duties of D47SB.
Section 3 Public Relations Officer (PRO)
The PRO shall assist the Vice Chairperson and the Chairperson in the administration of the D47SB affairs, working with the Executive Committee and the Board of Directors in all matters, for the good of all members. The PRO shall perform all duties and exercise the powers of the chairperson in the event of both the Chairperson and Vice Chairperson’s disability or inability to act.
Section 5 Secretary
The Secretary shall keep minutes of all business meetings of the Executive Committee, membership and Board of Directors. The Secretary shall be the custodian of the corporate records, shall give all notices as are required by law or by these Bylaws, and generally shall perform all duties incident to the Office of Secretary and such other duties as may be required by law or by these Bylaws, or which may be assigned from time to time by the Executive Committee.
Section 6 Board of Directors
The Board of Directors shall have supervision, control and direction of the affairs of the Bureau, shall determine its policies or changes therein within the limits of the Bylaws, shall actively prosecute its purposes and shall have discretion in the disbursement of its funds. It may adopt such rules and regulations for the conduct of Bureau business as shall be deemed advisable and may, in the execution of the powers granted, appoint such agents, as it may consider necessary. With the exception of the nominating committee, all Bureau chairs are encouraged to serve on the committee that corresponds to the Bureau committee they chair.
Section 7 Executive Committee
The Executive Committee shall be composed of the LGM, PRO, Chairperson, Vice Chair and Secretary. It may exercise the powers of the Board of Directors when the Board is not in session and it shall be empowered to act for the Board in cases of emergency when it is impractical to assemble the Board. It shall report all actions taken to the Board of Directors at its next meeting for ratification.
Meetings may be called by the LGM, PRO and/or the Chairperson. This Committee shall make recommendations to the Board as to the source and programs for securing the monies necessary for operation of the Bureau and recommend a budget for the operation of the Bureau. An audit of the financial records shall be secured at least once a year by an individual appointed by the PRO and approved by the Committee. The audit results shall be presented to the Executive Committee for its review.
Section 8 Awards Committee
The Awards Committee shall develop the awards program with a consistent and fair evaluation system. The Awards Coordinator is responsible for selecting honorees and ordering the awards twice a year at the district conferences. The Awards Committee and the Board of Directors is responsible for selecting the person receiving the award at each conference based on the guidelines described in the awards book.
Section 9 Guidelines Committee
The Bylaws Committee shall have referred to it all motions and resolutions involving changes in or amendments to the Bureau Bylaws. Following approval by the Board of Directors, the Committee shall make a report to the Membership at a meeting having an agenda properly including recommended changes or amendments to the Bylaws.
Section 10 Education Committee
The Education Committee shall develop and implement the educational programs for the members of the Bureau and shall assist the PRO and/or Chairperson upon request. This committee will be responsible for distribution and receipt of all educational materials, the collection of monies at educational events and related paper work from each student or return of excess materials.
Section 12 Holiday/Special Events/Party Committee
The Holiday/Special Events/Party Committee is responsible for organizing and promoting at least
one (1) annual Speakers Bureau event per term of office. These events could vary from a cruise to a weekend event to a one evening or day celebration.
Section 13 TI Affairs Committee
The TI Affairs Committee shall investigate and make reports on rules, trends and decisions which affect all individuals in the mortgage brokerage business. Reports on such trends and decisions shall be made to the Board and Members of the Bureau. It shall maintain close liaison with Toastmasters International and other Toastmasters Speakers Bureau throughout the world for the benefit of the membership.
Section 14 Membership Committee
The Membership Committee shall implement the expansion and development of the Bureau through Membership growth and the retention of active members.
Section 15 Nominating Committee
The Nominating Committee shall consist of the immediate past Chairperson, the current Lt. Gov. Education & Training, the current District PRO, 1 Professional Member and 1 Executive Level Member to be appointed at the discretion of the outgoing Chairperson. The Nominating Committee shall be chaired by the Immediate Past Chairperson. If the Immediate Past Chairperson is unable to fulfill this duty, the chair shall be the District PRO. The committee shall nominate only one (1) person for each of the offices of Chairperson, Vice Chairperson, and Secretary. The current Chairperson is permitted to attend said meeting, if so desired, and give input but does not have the right to vote. The report of the nominating committee shall be published to the voting membership not less than thirty (30) calendar days prior to said election date.
Section 16 Public Relations Committee
The Public Relations Committee shall assist the Bureau in promoting membership, attendance, and growth and shall administer publicity programs. This Committee shall help promote a cooperative liaison between the Bureau members and the community.
Section 17 Technology Committee
The Technology Committee is responsible for the upkeep and maintenance of the data of the Bureau website.
Section 18 DEC, TLI & Conference Committee
The DEC, TLI & Conference Committee is responsible for organizing, publishing, bringing speakers to training events and conferences.
ARTICLE IX: BYLAWS
Section 1 Amendments
The Bylaws can be amended, in whole or in part, at any regular, called or special meeting of the Bureau Membership for the specific purpose of amending, repealing or altering the Bureau Bylaws. There must be a two thirds (2/3) vote of the Bureau voting members present and voting and a copy of any amendment proposed for consideration shall have been emailed or otherwise delivered to the Bureau’s last known email or mailing address for the recipient at least thirty (30) days prior to the date of the meeting.
Section 2 Members Governed Bylaws
Upon the adoption of these Bylaws by the Bureau Membership, it is hereby provided that nothing contained herein shall be interpreted so as to divest any present member in good standing of membership in the Bureau. After its adoption, however, all present members and all future members shall be automatically governed by the provisions of such Bylaws.
Section 3 Interpretation
In case of any doubt or alleged ambiguity in the interpretation of a Bylaw or any provision hereof, the Board of Directors shall have the right to determine the same, and its decision shall be final. Robert’s Rules of Order, latest edition, shall be recognized as the authority governing all business meetings of the Bureau, its Board of Directors and Committees, in all instances wherein its provisions do not conflict with these Bylaws.
ARTICLE X: FISCAL YEAR
The Fiscal Year of the Bureau shall begin with the first day of July of each year and shall end with the last day of June of the succeeding year.
ARTICLE XI: LIABILITY AND INDEMNIFICATION
Section 1 Liability
As volunteers, the Board of Directors of the Bureau and all standing or select committees and the individuals thereof, either as a whole or an individual, shall be held harmless from any and all liability while performing activities in connection with the Bureau.
ARTICLE XII: CODE OF ETHICS, STANDARDS OF PROFESSIONAL PRACTICE
AND ARBITRATION PROCEDURES
Section 1 Adoption
The Bureau shall adopt a Code of Ethics, a set of Standards of Professional Practice, and provide for a continuous revision so as to keep pace with developments in the speaking profession and be consistent with State and/or National professional associations.
Section 2 Enforcement
The Bureau shall adopt from time to time such policies and procedures as may be deemed legal and appropriate to enforce member adherence to the Code of Ethics and Standards of Professional Practice.
Section 3 Code of Ethics
The responsibility of the Board of Directors and its members relating to the enforcement of the Code of Ethics and the disciplining of members, the arbitration of disputes and the organization and procedures incident thereto, shall be governed by the Code of Ethics.
ARTICLE XIII: DISSOLUTION
The Bureau shall use its funds only to accomplish the objectives and purposes specified in these Bylaws and no part of said funds shall be taken by, or be distributed, to the members of the Bureau. On dissolution of the Bureau, any funds remaining in its treasury shall be distributed to the district 47 Treasurer.
Duly adopted:
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Pierre Taschereau, PRO 2008/09/10
Initially drafted for the TRIO, IPG and HPL Project Guidance Committee
By PRO Pierre Taschereau, ACS/CL – 6/14/2009
Amended by the Bylaws Committee:
Matt Kinsey, DTM Speakers Bureau Chairperson
Antionette Fox, DTM - SB Vice Chairperson
Kristina Kihlberg, DTM – District Governor
Pierre Taschereau, ACS/CL – District 47 PRO
Amended Dates:
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Last Updated (Friday, 30 October 2009 10:28)