district executive virtual committee meeting · district 39 • where leaders are made tel:...
TRANSCRIPT
One Team • One Path • One District - www.district39.org
District Director Wes Johnson, DTM
Program Quality Director Kristi Beres, DTM
Club Growth Director Nancy Potts, DTM
Administrative Manager Katherine O’Ray, ACB, ALB
Finance Manager Renee Fink, DTM
Public Relations Manager Patricia Peters, CC
Logistics Manager Michelle Kumar, DTM
District Parliamentarian Rick Sydor, DTM, PID, RP Imm. Past District Director Jane Taff, DTM
District 39 Toastmasters www.district39.org
Toastmasters International www.toastmasters.org
District Mission
We build new clubs and support all clubs in achieving excellence.
District Executive Virtual Committee Meeting August 10th, 2019
9:00 a.m. – 11:00 a.m. AGENDA
I. Call To Order Wes Johnson
II. Inspirational Thought Michelle Kumar
III. Reading of the District Mission Statement Michelle Kumar
IV. Roll Call and Certification of Quorum Katherine O'Ray
V. District Officer Reports
A. Administration Manager – Adoption of July 13th
District Executive Committee Meeting Minutes Katherine O’Ray
B. Treasurer Report Renee Fink
C. Public Relations Manager Patricia Peters
D. Club Growth Director Nancy Potts
E. Program Quality Director Kristi Beres
F. District Director Wes Johnson
VI. Parliamentarian Report
A. D39 Expense Report Rick Sydor, DTM,PID,RP
VII. Committee Reports
A. Leadership Summit Kristi Beres
B. Proxy Committee Louise Houdelette
VIII. Unfinished Business
IX. New Business
A. District Success Plan Wes Johnson
B. District Budget Wes Johnson
X. Announcements
A. District 39 TLI Kristi Beres
Date: August 31, 2019
Time: 8:00am – 1:25 pm
B. Leadership Summit Kristi Beres
Date: November 2, 2019
Time: 8:00 am – 2:00 pm
C. Next Meeting – Virtual Business Meeting Wes Johnson
Date: September 14, 2019
Time: 9:00 am - 11:00 am
XI. Adjournment Wes Johnson
Where Leaders Are Made• www.district39.org
Katherine O’Ray District 39 Administration Manager
Meeting Minutes of District 39 July 13, 2019
Call To Order:
District Director Wes Johnson called the meeting to order at 9:04 am, called a recess to allow for late
registration, and then reconvened at 9:12 am.
District Leaders present (Please see attached roll call report.)
District Officer Installation:
District Director Wes Johnson introduced Sondra Nunez, Region 1 Advisor and District 39 member, to install the
2019-2020 District Leadership.
Regional Advisor Sondra Nunez thanked the 2018-2019 District 39 officers and released them from their
leadership duties.
Regional Advisor Sondra Nunez welcomed all members of the 2019-2020 District 39 Leadership Team. Regional
Advisor Sondra Nunez then installed the 2019-2020 Division Directors, Public Relations Manager, Finance
Manager, Administration Manager, Club Growth Director, Program Quality Director, and District Director.
Special mention was made to past International Director Marcia Sydor.
Roll Call:
Roll call was completed and a quorum was established
District Leaders Reports:
Finance Manager Renee Fink requested that all 2018 – 2019 expense reports be submitted to Jane Taff. It is a
very busy time for finance with 2018-2019 year-end expense reports, accruals, and asset reporting and the
2019-2020 budget.
District Director Wes Johnson stated that the District Success Plan is being finalizing and will be post on the D39
website before the August 10th virtual DECM.
The District Realignment has been submitted to TI and is currently being updated. The new information will be
on the 2019 - 2020 TI dashboard.
Administration Manager Kathie O’Ray presented the DECM Meeting Minutes from June 8th, 2019. The minutes
have no corrections at this time. (Corrections can be submitted at any time to the Administration Manager.)
District Director Wes Johnson made a statement regarding Toastmasters Training Standards in District 39
(See attached statement on Training Standards in District 39)
Unfinished Business:
Parliamentarian Rick Sydor presented information on the Toastmasters International brand standards.
Toastmaster International has strict Intellectual Property standards. These standards can be found on the TI
website (Branding Material – page 70). Always contact Toastmasters International for guidance on copyright
policy before using their brand.
Where Leaders Are Made• www.district39.org
New Business:
The August DECM will be a virtual DECM and will be held on August 10th at 9 am – 11 am. We are researching
new methods of virtual meeting roll call to speed up the process. Voting privileges are held by the core council,
DvDs, and ADs.
The September Council Meeting (Business Meeting) will be held on September 14th. (Please note the date
correction.) Voting privileges are held by the core council, DvDs, ADs, and Club Presidents and Vice Presidents
Education.
Announcements:
District 39 will be hosting a Picnic in the Park on July 28th at William Land Park.
Beverley Adams has competed in the International speech contest regional quarter finals and will be competing
in the semi-finals in Denver Colorado. The D39 members congratulated Beverley and sent well wishes to her. Ed
Johnson thanked D39 on her behalf. We are looking forward to seeing Beverley compete on the big stage.
The Toastmaster International Convention International Business Meeting will be held in Denver, Colorado.
There are propositions A thru L being voted on. Every club has 2 votes. Voting privileges are held by the club
president and club secretary. If the Club President and/or Club Secretary are unable to attend the conference
then they can go online to assign their proxy votes to any member of Toastmasters attending the International
Convention OR to our District Director Wes Johnson who will be attending. The goal is to get 100% of the clubs
in District 39 to vote.
Meeting adjourned at 9:58 am
Where Leaders Are Made• www.district39.org
Attachment #1 Statement on Training Standards in District 39 by Wes Johnson:
Throughout our District there have been differing opinions as to the minimum standards on training. It has been confusing to our Officers and ultimately affects the excellence of our clubs.
This year a document was produced by the Quality Team called “District 39 Training Standards” It was based on the belief that Districts can set their own Training standards. However, upon further inquiry, we now have validated and finalized direction from Toastmasters International. The training minimum has been and always will be based on Training Club Leaders item #217. I was recently reminded by Toastmasters Headquarters that, the District Director is responsible to ensure the standards in the Training Club Leaders guide are followed. Therefore, this is the protocol, District 39 will be in compliance with Training Club Leaders guide this year and going forward.
● Adjustments will be made to training events on the District calendar. ● Toastmasters Club Officer Training standards will be posted:
○ On our District website ○ Announced on the District Facebook page ○ Sent to every officer in the District so everyone is informed of the minimum Club Officer Training standards
● All new Training Events must fulfill the minimum training as specified in the Training Club Leaders guide
District 39 • Where Leaders Are Made
TEL: 714.809.2593 • www.district39.org
Nancy Potts, DTM
Club Growth Director 2019-2020
District 39 Toastmasters
775-722-3973
Club Growth Director Nancy Potts August 10, 2019 District Executive Council Meeting Report
Team Members
o Club Demo teams: Rick & Vanessa Sydor. Cindy & Brian Hatano, various members
o Club Quality Chair: Bob Blymyer
o Club Coach Chair: Min Wu
Challenges/Goals:
o Retain and build club membership
o Build new clubs and help charter clubs already in the process
o Help complete District Success Plan.
o Help establish District Budget
o Recognize accomplishments of members, clubs, Divisions and District.
Accomplishments/Recognition:
o Submitted draft District Success Plan
o Finalizing District 39 Budget
o Preparing to attend the District officer training at the International Convention in Denver.
o Membership is currently at 5,492 our base is 5,527 need 5,610 for distinguished.
o Club base is 150 we need 153 for Distinguished. Currently we have 151 clubs
Welcome our newest club #7259249 chartered July 1, 2019! Congratulations
Sponsors: Bert Cooper & Kristi Beres and Mentors: Mercy Milan & Diana Irvine.
Three prospective clubs have submitted applications to organize two Sacramento;
7314857 & 7445025 and one Stockton 7066286. We have five current District 39
leads and 27 TI leads which were carried over from 2018-2019.
o We are working on connecting Club Coaches with eligible Clubs. TI reports indicates 29
assigned coaches and 21 awarded. We have 3 coaches available and 6 newly appointed.
Club Coaching opportunities are available! Currently 42 clubs are eligible (27.1%)
of which 29 clubs don’t have any assigned (69%) coaches. This is a Pathways
and Legacy members chance to earn both District leadership and club coach
credit this year only 2019-2020 [email protected]
o Transitioning with Wes Johnson District Director, Kristi Beres Program Quality Director and
Public Relations Manager Patricia Peters is progressing nicely.
o District 39 “Meetup” currently has 251 members, 41 on our Leadership team. Public
Relations Manager Patricia Peters is our event organizer for District 39 Meetup site
District 39 • Where Leaders Are Made
TEL: 714.809.2593 • www.district39.org
Kristi Beres, DTM
Program Quality Director 2019-2020
District 39 Toastmasters
714.809.2593
District Executive Council Meeting Report August 10, 2019
Team Members
Training Chair/Advisor: Russ Steele
Facilities Chair: Julie Mattox
DTM Encourager: Michelle Kumar
Fall Summit Chair (Carmichael): Jonathan Cullifer
Winter Summit Chair (Nevada): TBD
Spring Conference Chair: TBD
Accomplishments
Draft District Success Plan and Budget with Wes Johnson, Nancy Potts and Renee Fink
93% Area Directors and Division Directors trained including 100% Division Directors
7 for 7 Officers Trained pen incentive emailed to all officers
Distinguished in December incentive emailed to all members
Spring Conference Survey emailed
Fall Summit flier to be mailed to all members. Location La Sierra. Keynote: Sarah Khan
389 of 1050 and 37% officers trained; 37% clubs have four or more officers trained
Congratulations to Division I with 58% officers trained
Congratulations to Division E with 54% officers trained
Recognition
Kathie O’Ray setting up food for Sacramento TLIs 120-130 officers trained at both.
Michelle Kumar and Angie Rodriguez- Pathway Pros- visiting clubs
Julie Mattox- for securing venues and reducing the catering costs for Fall Summit
Denise Alder for the Fall Summit flier
Desi Mendez and Deb Cullifer for Old Town Talkers training- 77 people trained
Patricia Peters for entering the Old Town training into Toastmasters International
Projects
Finish first round of officer trainings
International Training and International Director Interviews
Review Spring Conference Survey results
Find venues and Chairs for Winter Summit and Spring Conference
1
Article 8: Finances Guidelines for District 39
Remembering the Toastmasters International Mission is “to empower individuals to become
more effective communicators and leaders”; the District Mission is “to build new clubs and
support all clubs in achieving excellence”; and the Club Mission is “to provide a supportive and
positive learning experience in which members are empowered to develop communication and
leadership skills, resulting in greater self-confidence and personal growth.” Also, remembering
the core values of “integrity, respect, service, and excellence”. The following guideline is offered
for financial reimbursement for District 39 Leaders.
8.1 District Funds
8.1.1 Are for the primary purpose of supporting the Mission of the District
and must adhere to Protocol 8.4 – District Financial Management [found
in “Governing Documents” of WHQ]
8.1.2 Where costs are being covered by another level of Toastmasters, the
expenses can only be claimed at the highest level eligible except where
noted below
8.1.3 Notwithstanding any clause below, all expenditures over $500.00
must be pre-approved by the District Director
8.1.4 Prior to the expenditure of external travel, adherence to the District
operational expenses must be demonstrated
8.2 District Budget
8.2.1 Budgets are due to the District Finance Manager by July 31st to be
consolidated with District expenses by August 15th. The District will
provide a draft version of the budget followed by District Executive
Committee Meeting and vote prior to submission to World Headquarters
8.2.2 All elected leaders must submit a proposed annual travel budget, in
support of the District Mission, prior to any travel. Travel budgets
summary by position must be posted in a manner that members can view.
Travel budgets will be prioritized to support the members, clubs, and area
as follows:
a) For Area Director corresponding clubs no more than twice a year
2
b) For attendance by Area and Division Directors,
the Administration Manager, Finance Manager, Public Relations
Manager, Parliamentarian and the senior District Executives
at the required District training and meetings.
c) For District club growth or support activity
[as pre-approved by the District Director]
d) For Division &/or Area Council Meetings up to three
times a year per Division/Area.
e) For providing District support to the Clubs, Areas and Divisions
within the District, including, but not limited to, attendance at
Club anniversaries
8.2.3 District leaders may not receive a salary or any other form of
Compensation for performance of their leadership role.
8.2.3 Until approved by the District Executive Committee, the District
Leadership team has the authority to spend up to 10% of the proposed
budget line items amount by directly submitting the expense. Upon final
approval, the District Leadership team has the authority to submit expenses
up to their approved budget.
8.3 Financial Reporting.
8.3.1 Administration: includes those expenses arising from the day-to-day operation of
a District, Division, or Area, such as postage, stationery, individual telephone
calls, copying, etc.
It also includes all expenses incurred with the publication of a District newsletter,
and other such printing or administrative expenses that are deemed necessary,
and approved by the District Director.
8.3.2 Travel includes reimbursement of travel expenses to members of the District
Executive Committee on the basis of $0.28 (.28 cents) per mile, round-trip, up to
actual expenditures on Toastmasters business. This will include attendance at
3
the District Executive Committee meetings, District Council meetings, applicable
Area or Division Speech contests, Club visitations (two per year), Charter
presentations, installation of Club Officers, new Club promotions and other
activities related to training and membership building. The District Director may
approve on an individual basis limits above if it meets the mission of the District
and funds are available. Should a member of the District Executive Committee
not submit any expenses during the year in fulfilling the duties, the District
Director has the option of giving the individual a “token thank you amount” to
cover the travel expenses [if there are funds available].
a) For Mid-Year District Leader Training and August District Leader Training,
the District shall reimburse the District Director, Program Quality Director
and Club Growth Director for lodging and transportation expenses,
including transportation to and from lodging, what is not paid by World
Headquarters.
Travel includes reimbursement of travel expenses to members of the
District Executive Committee on the basis of $0.28 (.28 cents) per mile,
round-trip, up to an actual expenditures on Toastmasters business. If the
person is traveling by air, the maximum will equate to the mileage from
the nearest airport. For the International Convention, in order to be
eligible for said reimbursement (subsection 8.3.2 (b) 1) the District
Director, Program Quality Director, and the Club Growth Director are
required to interview the candidates and attend the Candidates Corner,
the Candidates Showcase and the Annual Business Meeting. For the
Mid-Year District Leader Training and August District Leader Training, the
individual is expected to attend ALL required sessions.
b) If included as part of the District Budget and approved by the District
Council, a District may reimburse the Immediate Past District Director
registration and lodging expenses for travel to the International Convention
if not provided by World Headquarters. Travel expenses may include
round-trip transportation between home and the event location, registration
4
and admission to any ticketed events that are part of the conference or
convention. Lodging may include only the cost of a hotel guestroom and
related taxes; it excludes other personal incidental expenses. Travel
expenses also exclude car rentals and gasoline.
c) The District does not reimburse any other individuals for travel outside
the District or for items related to travel outside the District.
d) Other appointed District assistants (such as Administrations Manager,
Finance Manager, Public Relations Manager, Logistics Manager, and
Parliamentarian) may be reimbursed for travel to District Executive
Committee or District Council meetings as per the approved budget.
e) Whenever possible and applicable, while in the performance of their
duties, all members of the District Executive Committee shall travel
[carpool] and room/lodge/quarter at the same facility to reduce travel
expenses. Only one member of the team traveling together [carpooling],
shall claim the reimbursement automobile mileage. If people
room/lodge/quarter together, only one member shall claim the
reimbursement [if funds are available].
8.4 Contests and Conferences
Includes expenses incurred in connection with contests and
conferences as detailed below:
a) Purchases of all certificates or awards (International,
Evaluation, Humorous, and Table Topics contests) for Area and Division
levels. The responsibility for ordering and distributing all of these
certificates shall rest with the Program Quality Director. (See Article 10,
“Funding of Divisions and Areas” for further details).
b) All registration fees, whether by cash, check or credit card, and any
sponsorship money will be submitted to the District Finance Manager or
his/her designate for deposit to the District 39 bank account to ensure
proper tracking and to ensure the privacy of our members’ financial
information.
c) Toastmasters International pays the travel expenses of each contestant
who participates in the International Speech Contest at the semifinal level
5
at the International Convention. The travel allowance is computed in the
same manner and subject to the same restrictions as that of district
leaders. No District 39 funds are to be distributed to said contestant.
8.5 Other expenses
These are defined as expenses not included in the above categories and
include complimentary registration and / or meals for guests, rental of
premises, public address systems and other equipment, speakers’ fees.
8.6 District Bank Accounts
Toastmaster bank accounts in District 39 are limited to one District 39
bank account and the district reserve held in Trust with Toastmaster
international in USD dollars.
If authorized by the District and included as part of the District Budget
and profit and loss statements, a Division may be allocated funds and
have its own Division budget. Although a Division may have its own
budget, the District Director must supervise the bank account activities
and include them in the quarterly profit and loss statements submitted to
World Headquarters.
Because the funds in Division bank accounts are District and
Toastmasters International funds, these accounts must have the District
Director, Finance Manager and either the Program Quality Director or Club
Growth Director as signatories. Alternate signers are allowed only if
approved by the Toastmasters International Executive Committee. All
Division account activities are subject to the same policies as District
account activities.
8.7 Expenses Incurred by Committee Chairmen
Expenses incurred by any District committee chair shall be reimbursed as
detailed under the subsections of Section 8.1. All such requests not prior
approved through the budget process or over $500.00 shall be submitted
in writing to the District Director for prior consideration and approval.
Committee members are encouraged to carpool and only one {1}
member {the driver} is allowed to claim travel expense.
6
8.8 Procedures for Reimbursement
All members entitled to receive reimbursement from District 39 funds shall
request reimbursement through the electronic expense claim system
monitored by Toastmaster International. To assist the District Finance
Manager in planning expenditures throughout the year, all members
entitled to recover expenses from District 39 shall submit an electronic
expense form:
• within 30 days of the expense occurring; and
• all June expenses must be submitted by July 10 for year-end
reporting to Toastmasters International.
8.9 Budget and Finance Training
District Finance Manager will provide budget and finance training at the
Division Director Training prior to July 1st.
Please note, team members must have access to Concur to submit receipts. If this is a new
team member that does not currently have access to Concur, they will need to be set up and it may take 1-2 weeks to set them up.
This document shall be reviewed yearly by the newly elected district leadership
with changes it deems necessary to create the District Budget.
Created on July 25, 2019
Rick Sydor, DTM/PID/RP
District 39
Toastmasters Presents
2019 Leadership Summit
Sarah Khan is a speaker, activist, and peace
monger. She has been a keynote speaker at
corporations and universities America, India
and the Middle East. She has won her district
International Speech Contest twice. Her TEDx
presentation "I DareYou" has been viewed
over 16,000 times. She was featured in Forbes
Magazine, and also on the March 2018 cover
story in Toastmasters Magazine.
http://sarahkhansays.com/ Schedule of Events
8:00—8:45 AM Registration/Opening Events
8:45—9:45 AM Keynote by Sarah Khan, CONNECT
10:00—11:00 AM Awards Presentation
2018-2019 Distinguished Clubs, Distinguished Area & Division Directors
11:00—12:00 PM Catered Buffet Lunch
12:00—1:00 PM Speech Contest Training,
Brian Walker, District 39 Chief Judge
Video and Photography Policy: By
attending District 39 Events, attendees
and speakers are hereby notified that
their image or likeness in the form of live
video, recorded video and still photog-
raphy may be captured.
Questions?
Conference Chair: Jonathan Cullifer
Registrar: Denise Alder Gutherz
La Sierra Community Center
John Smith Community Hall
5325 Engle Road, Carmichael, CA 95608
Pricing
$35.00—Ends 10/28/19
Pre-registration
REQUIRED
November 2, 2019
Postmark Date Check Number Amount of Check Bank Name Account of Deposited on
REGISTRATION COMMITTEE USE ONLY:
Name:
Address:
City:
Club Name:
Toastmaster: Guest:
PH #:
E-mail:
Club #:
State: Zip:
Total Enclosed:
Date:
$
Make your checks payable and mail to:
District 39 Toastmasters
PO Box 596
Manteca, CA 98336
For more information and to register, go to:
http://www.district39.org/events/2019-leadership-summit/
Pastries and coffee provided in the morning.
Buffet lunch* provided by Jimmy T’s Catering consisting of:
Marinated grilled chicken
Three cheese Au gratin potatoes
Vegetables
Strawberry Spinach Salad
Assorted breads with butter
*Dietary restrictions, contact Denise before 10/25/19
Cancellation Policy: 1. Cancellations must be
received in writing 5 working days prior to the
summit date to be eligible for a refund. Mail
letter to the Conference Registrar and include
your name, e-mail and contact numbers. 2. A
refund less $15.00 administrative fee will be
made promptly. 3. If you register for the
summit and do not attend, you are
liable for the full amount unless cancelled per
above terms.
Questions about the conference?
Conference Chair: Jonathan Cullifer
E: <[email protected]>
Registrar: Denise Alder Gutherz
E: <[email protected]>
District 39 Toastmasters 2019 Leadership Summit
Registration Form November 2, 2019
Distinguished in December
Toastmasters District 39
If by December 31, 2019, your club:
Achieves five Distinguished Club Program points
and
Adds five members to its July 1, 2019, membership base
your club will earn a
Pyramid Air Timer Timing Light – Value $97
Qualifying Distinguished Club Performance (DCP) Points: (5 Education, Membership, Training or Administration points)
Distinguished December could potentially mean President’s
Distinguished Clubs in June!
To be a Distinguished Club by June 30, 2020, your club still
needs to meet all Toastmasters International requirements.
Write On!
Toastmasters District 39
If your club trains all seven officers in both
training periods for the Toastmasters year
2019-2020, your club will receive 20
Toastmasters International pens ($20 value)!
Use the pens to thank your officers, members
or give to guests or new members.
When all the officers are trained, the club more
likely to be Distinguished!
Distinguished clubs lead to distinguished areas
lead to distinguished divisions lead to a
Distinguished or President’s Distinguished
District 39!