an epic run agenda council meeting (dcm) district 57 toastmasters · 2019-05-10 · toastmasters...
TRANSCRIPT
For changes, email Jenny Liu ([email protected]) Updated 5/10/2019 Roundhouse Conference Center (2600 Camino Ramon, Suite 100, San Ramon, CA 94583) Toastmasters Acronyms
District 57 Toastmasters Council Meeting (DCM)
Agenda
An Epic Run Saturday, May 11th, 2019
District Director Diane Pleuss, DTM [email protected] Program Quality Director Kevin Markl, ACG, ALB, IP4, MS4 [email protected] Club Growth Director Bett Bollhoefer, DTM [email protected] Public Relations Manager Greg Kaufman, CC, CL [email protected] Administration Manager Jenny Liu, ACG, ALB, PI5, VC4, EH4, SR3 [email protected] Finance Manager William Wilson, CC, CL, IP1 [email protected] Immediate Past District Director Randie Ellington, DTM, IPDD [email protected] Parliamentarian Tyree Johnson, DTM, PDG [email protected] Logistics Manager Sugan Manohar, IP1 [email protected] Toastmasters International www.toastmasters.org District Mission We build new clubs and support all clubs in achieving excellence. Minutes will be posted on www.d57tm.org/decm
7:00 am Check-in with Credentials for Quorum Exec Committee, Presidents, &
Proxy / Credential Form (5/7/19) Vice Presidents of Education
12:30 pm Logistics Manager Calls Meeting to Order Sugan Manohar, IP1
Logistics and Meeting Etiquette
12:33 pm District Director’s Opening Remarks Diane Pleuss, DTM
Reading of the District Mission
Acknowledge Dignitaries
12:36 pm Credentials Committee Chair’s Report Teri McDonald, DTM, PDD
Certification of Quorum
12:39 pm Parliamentarian’s Report Tyree Johnson, DTM, PDG
Adoption of Meeting Standing Rules
12:42 pm Administration Manager’s & Committee Chair’s Report Jenny Liu, ACG, ALB, PI5, VC4,
Approval of DCM Minutes (9/24/18) Denielle Weiss-Smith, ACB, CL
12:45 pm District Director’s Report Diane Pleuss, DTM
Acceptance of DCM Agenda (5/11/19)
12:48 pm Unfinished & New Business Diane Pleuss, DTM
District Leadership Committee Chair’s Report Randie Ellington, DTM, IPDD Nomination for Trio & Division Directors
Election of District Officers (7/1/19 – 6/30/20) Diane Pleuss, DTM Nominations From the Floor Are Taken Campaigns (Two Minutes / Contested Candidate)
Audit Committee Chair’s Report Alan Marks, DTM Mid-Year Audit (2/9/19)
Finance Manager’s Report William Wilson, CC, CL, IP1 Approved District Budget (9/24/18) Adoption of Profit and Loss Statement (3/31/19)
Confirmation of Appointed District Officers Diane Pleuss, DTM Actions to Fill Vacancies in District Office
Alignment Committee Chair’s Report Tod Henry, DTM, RA, PDG Adoption of Alignment Recommendations
1:18 pm Progress Toward District Goals Diane Pleuss, DTM
District Director’s Report State of the District Address
Program Quality Director’s Report Kevin Markl, ACG, ALB, IP4, MS4
Club Growth Director’s Report Bett Bollhoefer, DTM
Public Relations Manager’s Report Greg Kaufman, CC, CL
1:30 pm Announcements Diane Pleuss, DTM
DCM (9/23/19)
1:35 pm Meeting Adjournment Sugan Manohar , IP1
Teri McDonald, DTM, PDD Credentials Committee Chair
Toastmasters International (TI) – Where Leaders Are Made
District 57 Toastmasters • P.O. Box 23962, Pleasant Hill, CA 94523 • (925) 673 – 0412 • www.d57tm.org • Acronyms
District 57 Toastmasters Council Meeting
Supporting Document
Determination of Quorum
Submitted by 6 pm PST on Tuesday, May 7, 2019
Number of clubs in District 57: 146 Number of club votes available (two votes per club): 292 Number of votes needed for quorum (1/3 of club votes): 97 Actual number of club votes: _______ Actual number of district officer votes (out of 49 district officers): _______ Votes needed for a majority if all cast: _______ Votes needed for a 2/3 vote if all cast: _______
Updated 5/6/2019
Toastmasters International (TI) – Where Leaders Are Made
District 57 Toastmasters • P.O. Box 23962, Pleasant Hill, CA 94523 • (925) 673 – 0412 • www.d57tm.org • Acronyms
Tyree Johnson, DTM, PDG Parliamentarian
Meeting Standing Rules of Order
Saturday, May 11, 2019, 12:30 pm PST
In accordance with the District Bylaws of Toastmasters International, the governing rules of order and final authority will be “Robert’s Rules of Order, Newly Revised,” insofar as it does not conflict with the official Toastmasters International Articles of Incorporation, the District Administrative Bylaws, and the published policies of Toastmasters International.
As noted in Robert’s Rules, it is permissible for a deliberative body to adopt “special orders” for a given session in order to facilitate business. Since time is limited for the May 11th business meeting of the District 57 Council, we will vote at the outset of the business meeting on the adoption of the following procedures: a 1/3 vote is required with quorum (1/3 of all club Presidents and Vice Presidents of Education). Most of these procedures are already institutionalized in Robert’s rules or in TI policy statements. Specifically:
1. Any new business or motions to come before the council will be presented in writing using this form or by email, to the District Director ([email protected]) one day prior to the virtual business meeting. In this case by 6 pm PST on Thursday, May 9th, 2019.
2. Debate on any one item of business will be limited to 5 minutes per issue. The Chair may extend the time up to 10 minutes, if necessary, to ensure fairness and completeness.
3. The maker of any motion will be given the opportunity to speak first. All speakers on any motion will be restricted to a maximum of one minute each time they have the floor. No member, who has already spoken on an issue, will be allowed to speak a second time until all who wish to speak have spoken a first time.
Participation Authority: Only district council members may make motions, participate in discussions or vote. Before addressing the assembly, voting delegates shall state their name and the name of the club they are representing. If members of the District Executive Council (DEC) want to speak and they are not representing a club, they must state their title before speaking.
Mission of the District: We build new clubs and support all clubs in achieving excellence.
Updated 5/10/2019
District 57 Toastmasters Council Meeting
Supporting Document
Diane Pleuss, DTM District Director (DD)
2018 – 2019 District 57 Form for Presenting New Business to the District Council
Toastmasters International (TI) – Where Leaders Are Made
District 57 Toastmasters • P.O. Box 23962, Pleasant Hill, CA 94523 • (925) 673 – 0412 • www.d57tm.org • Acronyms
District 57 Toastmasters Council Meeting (DCM) Supporting Document
Submit by 6 pm PST on Thursday, May 9, 2019 Purpose: Help present new business (without stifling ideas) to the District Council for expedited adoption with time for discovery, confirmation, and debate before presenting informed recommendations.
Process: 1. Submit this form to the District Director four weeks before the DCM to present your business there.
She’ll confirm receiving your form & may form a committee to study your proposal and its benefits with questions, comments, & recommendations that may be shared with her/him before the DCM.
2. Receive confirmation and be recognized to make your motion as below (or amended) upon the call for new business if the District Director perceives your proposal’s potential benefits to the District.
Someone must second your motion for you to share its narrative during a 10-minute discussion. 3. Hear comments by others (e.g., committee) with insights on your proposal’s benefits and risks.
Priority for those who haven’t spoken over those who have unless replying to a directed question.
Title of Your New Business: ________________________________________________________________________________
Motion: I move that ________________________________________________________________________________
Benefits of Your Proposal (for Presenting During the Discussion Section of the Motion):
1. ______________________________________________________________________________
2. ______________________________________________________________________________
3. ______________________________________________________________________________
4. ______________________________________________________________________________
5. ______________________________________________________________________________
Narrative (explain any context for this proposal – problems it solves, benefits to district members, risks, financial impact, membership or club growth, membership experience, etc.):
Updated 5/10/2019
Toastmasters International (TI) – Where Leaders Are Made
District 57 Toastmasters (D57TM) • P.O. Box 23962, Pleasant Hill, CA 94523 • (925) 673 – 0412 • www.d57tm.org/decm • acronyms
District 57 Toastmasters Council (Virtual) Meeting (DCM) Minutes
Monday, September 24, 2018
Jenny Liu, Administration Manager
Minutes
The District Council, consisting of District Executive Committee, Presidents, & Vice Presidents of Education (VPEs), convened at 7:00
pm, with the District Director presiding, and adjourned at 8:10pm. District leaders (2018-2019) present () included the following: District Director (DD) Diane Pleuss, DTM Public Relations (PR) Manager Greg Kaufman, CC, CL Program Quality Director (PQD) Kevin Markl, ACG, ALB, MS4, IP4 Administration Manager Jenny Liu, ACG, ALB, PI5 Club Growth Director (CGD) Bett Bollhoefer, DTM Finance Manager William Wilson, CC, CL, IP1 Immediate Past District Director Randie Ellington, DTM, IPDD Parliamentarian Jim Kohli, DTM, PID Some dignitaries included past district governors/directors (PDG/Ds): Paula Foster, ACS, ALB, EC1, PDG, Tyree Johnson, DTM, PDG, and Teri McDonald, DTM, PDD. The DCM (agenda, packet, slides, and chat box transcript) planned for an EPIC (Energy Passion Inspiration Contribution) year: 1. Diane Pleuss, DTM, led the adoption of five motions with no comments during discussions and a majority vote upon the following:
Teri McDonald (Credentials Committee Chair) certified quorum (with more than 98 of 288 votes by 146 clubs) − Allowed 126 registrants to vote with 35 of 49 district officers present
Jim Kohli, DTM, PID, summarized the meeting rules as prescribed by TI using Robert’s Rules of Order for the following motions: − Adopted the meeting rules that was moved by Bett (Lakeview Club) and seconded by Greg Kaufman (Prep Squad President) − Adopted the DCM agenda (9/24/18) that was moved by Diane − Adopted the DCM minutes (5/5/18) that was moved by Diane and seconded by William Wilson (Goal Achievers VPE) − Adopted the D57TM success plan that was moved by Diane and seconded by Ed Cullen (Vision Masters VPE) Encouraged comments and suggestions by email to [email protected]
− Confirmed the appointed officers that was moved by Diane with a request for volunteers to fill vacant positions 2. Kevin Markl, ACG, ALB, MS4, IP4, reported plans and successes for events to support clubs with the Toastmasters programs:
Sold out TLI (7/7/18) and held sufficient officer make-up training sessions for training four or more officers in over 70% of clubs
Led Region 1 with Pathways (adoption) with Online Learning Week (10/4 – 10/12) organized by Stani Peycheva (Pathways Chair)
Planned events, such as Train the Trainer (11/3/18), Toastmasters Leadership Institute (TLI) North (12/1) in Santa Rosa & South 3. Bett Bollhoefer, DTM, reported her plan to help clubs achieve excellence for building and retaining membership with incentives:
Asked Area Directors to help start clubs for corporations and specialty groups as well as refer coaches from distinguished clubs
Planned to market open houses during Toastmasters week (10/22/18 & Spring) like D9TM, a President’s Distinguished District 4. Greg Kaufman, CC, CL, reported plans to update D57TM’s website for social media, blogs, and Speakers Bureau
Posted events on d57tm.org/calendar
Created Meetups, which are paid by D57TM for co-organization and analytics, by emailng [email protected] 5. William Wilson, CC, CL, reported the budget (7/1/18 - 630/19) with revenues ($88K), expenses ($111K), and a net deficit ($22K):
Showed references (introduction & comparison with prior two years) & bank balances ($52K), district requirement to hold 25% of estimated revenue ($15.2K) with $14.5K remaining as of 7/1/19
Moved by Greg to approve the budget that was seconded by Sandra Myers (Speech Masters TM VPE) 6. An additional report was provided by the Audit Committee Chair committee chair:
Alan Marks, DTM, reported that D57TM passed the audit (1/1/18 - 6/30/18) by matching receipts, bank statements, & TI’s records 7. Diane asked for announcements along with new and unfinished business:
Determined Spring Conference on Saturday (5/11) with a special keynote speaker pending location
Noted that Lark Doley, DTM, the International President, & Margaret Page, DTM, 2nd Vice President, were elected 7/1/18 – 6/30/19
Moved by Jenny to adopt the option in the District Leadership Handbook for Area Councils in each district to elect Area Directors − Seconded by JoAnn Ainsworth (Cherry City TM President) − Requested a seamless transition that empowers leaders with consistent processes for elections at all levels, time to groom
successors with training, and continuity without delaying appointments each term beyond 6/30
Toastmasters International (TI) – Where Leaders Are Made
District 57 Toastmasters • P.O. Box 23962, Pleasant Hill, CA 94523 • (925) 673 – 0412 • www.d57tm.org • Acronyms
Randie Ellington, DTM, IPDD
District Leadership Committee Chair & Immediate Past District Director [email protected]
District Officer Nominees
Kevin Markl, ACG, ALB, MS4, IP4 District Director
Bett Bollhoefer, DTM Program Quality Director
Ashley Ching, PM5, ALB, & George Marshall, DTM Club Growth Director
Neeru Handa, CC, ALB Division A Director
Steven Mehlman, ACG, ALB Division B Director
Division C Director
Jerreau Taylor, ACB Division D Director
Ramesh Yakkali, ACB, ALB Division E Director
Hans Thoma, ACB Division F Director
Terri Boudreaux, ACG, ALS Division G Director
Lisa Fairchild, CC, ALB Division H Director
Abe Mazliach, ACG, ALB Division I Director
Updated 5/10/2019
District 57 Toastmasters Council Meeting
Supporting Document
Toastmasters International (TI) – Where Leaders Are Made
District 57 Toastmasters • P.O. Box 23962, Pleasant Hill, CA 94523 • (925) 673 – 0412 • www.d57tm.org • Acronyms
Alan Marks, DTM Audit Committee Chair
Mid-year Audit Report for 2018 – 2019
Debo Sarkar, Denielle Wiese-Smith, and I met with district leadership and reviewed all financial statements, underlying transactions and bank reconciliations in February of this year. Based on the audit committee guidelines, we reviewed all documents supplied by the 2018/2019 Treasurer William Wilson for accuracy, appropriateness, and proper internal control and authorization. In our opinion, the financial statements present fairly, in all material respects, the financial position of District 57 from July 1st through December 31st, 2018, and the results are in conformity with accounting principles generally accepted in the US and required by Toastmasters International. We have delivered all materials as well as our findings to Toastmasters International as per their requirements. Our audit report indicated that District 57 Toastmasters passed. Thank you, Madam District Director. Best regards, Alan Marks 2/9/19
Updated 5/6/2019
District 57 Toastmasters Council Meeting
Supporting Document
Toastmasters International (TI) – Where Leaders Are Made
District 57 Toastmasters • P.O. Box 23962, Pleasant Hill, CA 94523 • (925) 673 – 0412 • www.d57tm.org • Acronyms
William Wilson, CC, CL, IP1
Finance Manager [email protected]
2018 – 2019 District Budget Summary
Updated 5/10/2019
District 57 Toastmasters Council Meeting
Supporting Document
Toastmasters International (TI) – Where Leaders Are Made
District 57 Toastmasters • P.O. Box 23962, Pleasant Hill, CA 94523 • (925) 673 – 0412 • www.d57tm.org • Acronyms
William Wilson, CC, CL, IP1 Finance Manager
Profit and Loss Statement
Available funds as of March 31, 2019 net of the reserve requirement 52,994
Updated 5/10/2019
District 57 Toastmasters Council Meeting
Supporting Document
Toastmasters International (TI) – Where Leaders Are Made
District 57 Toastmasters • P.O. Box 23962, Pleasant Hill, CA 94523 • (925) 673 – 0412 • www.d57tm.org • Acronyms
Diane Pleuss, DTM
District Director [email protected]
Appointed District Officers
Division Directors Jay Ligda, DTM Division C
Brenda Walker, ACB, CL Division D James Forslind, IP1 Division E
Nora Guy, CC Division G Savitha Setlur, DTM Division I
Managers
Greg Kaufman, CC, CL Public Relations Jenny Liu, ACG, ALB, PI5, VC4, EH4, SR3 Administration
William Wilson, CC, CL Finance
Area Directors Steven Bollhoefer, TC1 Area A1 Karen Lloyd, ACG, ALB Area F6
Cherry Chen, IP1 Area A2 Area F16 Hanna Spongberg, CC Area A22 Aparna Kamath, ACB Area F20
Hans Thoma, ACB Area F32 Steve Mehlman, ACG, ALB Area B7
Susan Skiff, CC, CL Area B17 David Sandercott Area G10 Joann Bradley, CC, ALB Area B21 Terri Boudreaux, EC4 Area G11
Alan Zoraster, LD1 Area B27 Donica Hopkins, MS4 Area G25 Dave Blum, MS5 Area G31
Ashley Ching, ALB, PM5, SR4 Area C8 Feng Hong, VC1 Area C9 Ashley Harkness, ACG, ALB Area H5
Area C24 Benni Bansal, IP3 Area H19 Manoj Ramanan, PM2 Area H28
Adrian Jefferson-Chofor, PM1 Area D3 Lisa Fairchild, VC3 Area H34 Robin Crawford, EC2 Area D14
Winnie Ma, DL5 Area D26 Abe Mazliach, ACS, ALB Area I13 Cynthia Stott, PM3 Area D30 Philipp Covington, DL1 Area I29
John Dinh, ACS, ALB Area I33 Ramesh Yakkali, ACB, ALB Area E4
Dawn Benson, ACB, ALB Area E15 Yaran Zhang, CC Area E18
Neeru Handa, CC, ALB Area E23
Updated 5/10/2019
District 57 Toastmasters Council Meeting
Supporting Document
Toastmasters International (TI) – Where Leaders Are Made
District 57 Toastmasters • P.O. Box 23962, Pleasant Hill, CA 94523 • (925) 673 – 0412 • www.d57tm.org • Acronyms
George Marshall, DTM
Alignment Committee Chair [email protected]
Proposed Realignment Plan, May 6, 2019 Here are the proposed changes moving clubs between areas for 2019 - 2020. This plan will be voted on at the business meeting on May 11, 2019. If you have suggestions for a change to this plan, please contact George Marshall ([email protected]). Note: Guidance from Toastmasters International regarding club alignment is in the Governing Documents, Policy and Protocol 7.0 District Structure, 1. Club Assignments at www.toastmasters.org/Leadership-Central/Governing-Documents.
Summary of Proposed Changes Division A:
Re/Max Accord moves from A2 to F32 (aligning new club to its location). Division B:
JGI Toast Busters moves from B17 to E23 (to accommodate club’s physical move). Division C:
C24 receives Top of the Bay from G31. Division D:
No changes proposed. Division E:
JGI Toast Busters moves from B17 to D with no other changes. Division F:
Las Juntas moves from F32 to F6 to get closer to other F6 clubs.
F32 receives Re/Max Accord from A2. Division G:
Top of the Bay Club moves from G31 to C24, making room for Graton when it charters. Division H:
Talk & Thrive move from H19 to H34.
Oracle Pleasant Speakers was added to H19. Division I:
No changes proposed.
Updated 5/6/2019
District 57 Toastmasters Council Meeting
Supporting Document
Toastmasters International (TI) – Where Leaders Are Made
District 57 Toastmasters • P.O. Box 23962, Pleasant Hill, CA 94523 • (925) 673 – 0412 • www.d57tm.org • Acronyms
Diane Pleuss, DTM
District Director [email protected]
State of the District Address
Energetic, enthusiastic, exciting…in a word EPIC! Epic is what we are about this year, and it’s a most amazing year. We are so happy you are here to help us celebrate everything Toastmasters. District 57 is truly having an epic run. Just to summarize, we’re starting more clubs, members are becoming more engaged in our activities and social media is percolating. The speech contests have gone well and this is our biggest attendance for a conference ever! We even had our first virtual meeting in the Fall and it went of seamlessly. Interestingly, Toastmasters can be on “mute” and still have a chat box on fire with conversation. We had two Toastmasters Leadership Institutes (TLI) this year to provide more access for our members. Since District 57 is approximately 300 miles long (from Fremont in the south to Eureka in the north), it proved to be the best way to get our officers trained. When officers have the opportunity for training, our members are more likely to have a stellar membership experience. We added online webinars for Pathways training, are in the process of our #MyWhy campaign and are having our first ever, district-wide, “May is Open House Month.” We are a diverse region and culture, as reflected in our clubs with awesome, talented, hardworking members. In addition to Community clubs, we are rapidly growing Corporate clubs. Personally speaking, I want to thank you for the privilege to serve as District Director. I have been extremely fortunate to have Kevin Markl as the Program Quality Director, Bett Bollhoefer as the Club Growth Director, and Justin Paras as our Conference Chair. We are poised to continue our Epic run into the next year and I can’t wait to see what these talented leaders have in store for us. With your help, it will be an epic year, Diane Pleuss, DTM District 57 Director
Updated 5/10/2019
District 57 Toastmasters Council Meeting
Supporting Document