Meeting procedure in the club

Many clubs include a business session where you can participate and practice formal business procedure. 


At each conference, a District Council Meeting (business session) is conducted that follows clear rules in relation to parliamentary procedure.  The District Director chairs the meeting, and has the support of the District Parliamentarian beside them to assist with any procedural questions.

This can appear a little daunting at times, but here in District 70, we are bound by the rules of the current Guide To Meetings and Organisations, Volume 2 - Guide for Meetings by N.E. Renton.

This is a great book to review, as a lot of the skills can be used in other community organisations or in private life, such as body corporate meetings and school P&Fs.


A meeting follows a regular plan:

  • Opening
  • Quorum announcement
  • Apologies
  • Minutes
  • Business Arising from the Minutes
  • Correspondence
  • Business Arising from the Correspondence
  • Reports
  • Business Arising from Reports
  • Elections
  • Motions on Notice
  • General Business
  • Notices of Motion
  • Close

The Role of the District Parliamentarian

The District 70 Parliamentarian assists the District 70 Director with planning and conducting District meetings. Responsibilities of the Parliamentarian include interpreting Toastmasters bylaws and policies, reviewing District operating procedures as requested by the District Director, and ensuring all meetings follow proper protocol. The Parliamentarian is an invaluable resource for the District Director, offering help, guidance, and support during meetings and answering any questions the District Director has related to rules and procedures.

Parliamentary Procedure

As mentioned above the Parliamentarian provides guidance and support to the incumbent District Director. This is in evidence during the District Council meetings held twice a year during the Semi Annual and Annual Conferences. At other meetings during the year, District Executive meetings for example, the Parliamentarian will offer procedural advice if requested mainly to do with the running of the meeting and on rare occasions provide advice and clarification of the District operating procedures. The Parliamentarian can be called on by a Division or Area Director to provide advice and any Club can do likewise.

During Area Council meetings, Area Directors are required to follow TI and District 70 policies and observe protocols as mentioned in the latest edition of Renton, this is described in the District 70 Policy document provided to all members of the District Executive. Club meetings should also follow the TI, Renton and District 70 protocols during their meetings.
Any advice provided by the District Parliamentarian would be of an advisory nature, the decisions of District Officers and Club Executive remains at all times within their control.


Richard Stacey DTM

Past District Parliamentarian, Past District Governor