Toast of CIBC Toastmasters Club Subsidy Policy

To encourage member's participation in regional/international conferences and workshops to improve our speaking skills and increase our club's presence, the club executive team has approved to implement the following policy to spend some of the club's surplus in subsidizing member's out-of-pocket expenses occurred when attending certain Toastmaster related events.  This policy specifies the events that qualify such subsidy as well as the amount that can be reimbursed.

1.      This policy will take effect once approved by the members and will be in effect until July 1, 2010, or until no surplus is left, whichever comes sooner.  The club will then determine if the policy should continue and if yes, how it should be funded.

2.      This proposal will be voted via email with formative option as the default.  That is, unless the executive team receive more than half of negative votes, the policy automatically takes effect.

3.      [Updated July , 2016]  There is a $30 cap per reimbursement and a total of $300 annual budget limit for this purpose.

4.      The reimbursements are priority based: higher priority claims are reimbursed first subject to the annual limit.  Once the annual limit is reached, no claim will be entertained for the current year.

5.     [Updated July , 2016]  The following events qualify for reimbursement, in order of priority.  All reimbursement is 50% of the receipt or $30, whichever is lower, except stated otherwise.

                                      i.      Executive training.  100%.  Fully budgeted for.

                                    ii.      Area and Division contest officials are 50% reimbursed.  Contestants are 100% reimbursed.

                                  iii.      President's attendance of District 60 Spring Conferences[1]. 

                                  iv.      VP Ed's attendance of District 60 Spring Conferences (workshops, contests, and brunches). 

                                    v.      President's or VP Ed's proxy's attendance of District 60 Spring Conference.

                                  vi.      Conference workshop facilitator's attendance of District 60 Conferences, both spring and fall.

                                vii.      Division contestant's attendance of District 60 Conferences, both spring and fall.

                              viii.      Attendance of District 60 Conferences by members who attain their AC designation in the current year. 

                                  ix.      Club sponsored activities, approved by the executive team. 

                                    x.      All members' attendance of district educational workshops offered out of conferences, such as evaluation workshop.  Up to $15.

                                  xi.      All other members' attendance of District 60 Conferences (workshops, contests, and brunches), spring or fall.

6.      Lower priority activities will not be reimbursed until the Treasurer is certain that higher priority claims can be covered.

7.      The calculation of the reimbursement amount is based on the early-bird prices, and is only applied to actually attended events.  That is, if a member paid a deposit for an event but then failed to attend, no reimbursement will be made.

8.      All reimbursements require receipts.  Written notes signed by the club's president and VP ed are also accepted. 

9.      [Updated July , 2016]  Club Treasurer will enforce the $300 annual budget limit.  Later claims may have to wait until year-end to get the reimbursement for budgeting purpose.  Each budget year starts on July 31 and ends on June 30.

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