3. WELCOME AND INDTRODUCTORY REMARKS. District Governor May Soo- Tveita DTM gave welcome and introductory remarks

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1 Toastmasters International District 21 District Council Business Meeting Minutes Spring 2015 Saturday May 9th, 2015 Harbour Towers Hotel and Suites Victoria, BC 1. CALL TO ORDER Introduced District Governor District Governor May Soo- Tveita DTM called the meeting to order at 1:25 pm 2. READING OF DISTRICT MISSION LGET Fai Murray DTM read the district mission statement 3. WELCOME AND INDTRODUCTORY REMARKS District Governor May Soo- Tveita DTM gave welcome and introductory remarks Extended welcome to Past District 21 Governors: Distinguished Toastmasters All Margaret Page DTM Chris Kozakowski DTM Tom Jones DTM Joanne Morrison DTM Françoise Baroux DTM Pat Johnson DTM PIP Shirley Maxwell DTM Carlos Martins DTM Doug Anderson DTM Marg Hope DTM AS PID Recognized the 2014/2015 Area and Division Governors 1

2 Recognized those serving during the council meeting: District Governor: May Soo- Tveita DTM LGET: LGM: Treasurer: PRO Parliamentarian: Secretary: Credentials Chair: Timer: Sergeant at Arms: Setup and Slides: Fai Murray DTM Carol Carter DTM Fonny Kermer DTM Edward Yuen CC Joanne Morrison DTM Eleanor Kroeger (MacPherson) CC April Kennedy ACG ALB Wendy Chernoff ACS ALB Art Dodd DTM Shawn Gold DTM 4. REMEMBRANCES LGM Carol Carter DTM asked for one minute of silence in remembrance of our fellow Toastmasters who have passed away. 5. CREDENTIALS COMMITTEE REPORT Credentials Chair April Kennedy ACG ALB presented the report from the Credentials Committee. Thanks were extended to Jen Li who helped collect proxies and helped put the ballots together and to Raymond Ho for his mentorship and support. Credentials report: Member clubs 164 Total possible votes 328 1/3 required for a quorum 107 Clubs votes present today 83 Quorum achieved / not achieved YES Club votes present 164 District Officers votes 33 Total votes 197 Most motions require a majority to pass (great than 50% of votes cast) Majority of 50%: 99 votes April Kennedy ACG ALB moved that on behalf of the Credentials Committee that the role of delegates hereby submitted be the official roll of the voting members at the business meeting at the Spring 2015 Conference. CARRIED. 2

3 In accordance with District Administrative Bylaws all business contained in these minutes must be ratified by an affirmative vote of the majority of member clubs on the basis of two (2) votes per club. 6. MEETING STANDING RULES Parliamentarian Joanne Morrison DTM read the meeting standing rules. With no objection, the standing rules as read were adopted for the meeting. Copies of the Meeting Standing Rules were included in the packages that were supplied to Club Officers, Division Governors, and Area Governors prior to the meeting. 7. ADOPTION OF AGENDA Agenda was adopted. Moved by Joe Guenette (Club 950). CARRIED. 8. APPROVAL OF MINUTES OF PREVIOUS BUSINESS MEETING The Minutes of the November 8, 2014 District Council Meeting of District 21 was provided to club Presidents, Vice Presidents of Education as well as members of District Executive Council. Marg Hope DTM and Françoise Baroux DTM presented a correction. The request was to make an amendment to the figures in the Credentials section of the minutes. The total number votes should read 260 instead of 160 Motion re: the amendment to the previous meeting: Sheila Procter DTM (Club 2645) moved that the Credentials Report section of the Fall 2014 Council Business Meeting be amended to reflect the amount of Total Votes state the value of 260 instead of 160. CARRIED. May Soo- Tveita DTM moved that the minutes of the previous Council Business Meeting be approved as amended. All in favour, none opposed. CARRIED. 3

4 9. RECOGNITION OF THOSE SUPPORTING DISTRICT 21 INITIATIVES Appointments since the last Business Meeting were announced. Additions to our roster of Area Governors by appointment are: Area 9 Governor Assistant Area 53 Governor Joe Guenette DTM Barb Westlake DTM No additional Divisional Governor appointments were made since the last District Council meeting in November 2014 at our Fall Conference. Other appointments to the Administration and Marketing Teams: District Realignment Chair New Clubs Coordinator Hans Kermer ACG ALB Katie Healey DTM Talent Scout Coordinator Corporate Club Liaison, Vancouver Island Passport Program Coordinator Karen Knight DTM Anna Rasmussen CC Inga Kavtaradze Below, those who had helped in various supporting roles in the district were also recognized: IPDG: Chris Kozakowski, DTM ADMINISTRATION TEAM: District Auditor Credentials Chair: District Parliamentarian: Nomination Chair: Realignment Chair: EDUCATION TEAM: Asst. Lt Gov. Ed Training Training Coordinator, Doug Anderson DTM PDG April Kennedy ACG ALB Joanne Morrison DTM Chris Kozakowski DTM Hans Kermer ACG ALB Deborah Richards ACS CL Margaret Page DTM PDG 4

5 Phone and Learn District Chief Judge Speaker s Bureau Youth Leadership Coord. Remote Training Coord. MARKETING TEAM: Toastmedics Coordinator Club Multiplication Chair Corp. Club Liaison Vancouver Island New Clubs Coordinator Talent Scout Coordinator Passport Program Coordinator Veronica Armstrong DTM Valerie Adolph DTM Fred Jones DTM Marg Hope DTM PDG Chris Kozakowski DTM PDG Jamie MacDonald ACS CL Anna Rasmussen CC Katie Healey DTM Karen Knight DTM Inga Kavtaradze PUBLIC RELATIONS TEAM Link Editor Social Media Coordinator Coordinator Webmaster Assistant Division Governors: Div. G Marketing: Assistant Area Governors: Asst. Area 53 Governor Asst. Area 91 Governor Asst. Area 3 Governor Asst. Area 4 Governor Asst. Area 5 Governor Asst. Area 6 Governor Wendy Clay ATMG CL Edward Yuen CC Gary Drouillard CC Rae Stonehouse DTM PDG Kristen Nickells ACS ALB Barb Westlake DTM Josanna Savoie ACG CL Aaron Campbell CC CL Anna Rasmussen CC Michael Bown CC ALB Joyce Liu ATMB CL 10. REALIGNMENT COMMITTEE REPORT Hans Kermer ACG ALB presented the report of the realignment committee. Hans thanked all of the Division Governors who were responsive and helpful in giving suggestions and answering his questions. The following recommendations were made: 5

6 Division A: Proposal to move A9 to Division G will be deferred for future consideration (no action at present). Division E: Proposal to reassign Dragon Masters Club from Area E52 to E53 is supported. o The two clubs south of the Deas Tunnel will remain in E50, not go to F63 which has 6 clubs already and is a long ways in the opposite direction from the daily commuting line from Tsawassen through Richmond to Vancouver. Division G: Proposal to reassign 8031 Mid Island Advanced from G10 to G11. Reassign 3219 Woodgrove Club from G11 to G10 Division V: New charter Persuaders Toastmasters in V6 Division W: Reassign Fraser Friends from W65 to W64 Division X: Area X37 to remain in Division X. Hans Kermer ACG ALB moved that the District Council adopt the recommendations of the committee. Any discussion? Darryl Farquhar ATMG CL, Club # 4671 Asked for clarification of recommendations on the list: Regarding A9 going to G, was it a recommendation in the report? He was not convinced. Would the report as written be sent to TI or the District for approval or do we accept the recommendations from the observers re: problems? May: A discussion was held with Wendy Arthurs Hans: He had a telephone discussion with Wendy based on a suggestion she made. Division G would be significantly the biggest in the District in addition to covering a really large area. It might be easier for some but making G too big. If Division G sees further growth over and above the two new clubs close to chartering at present, then with the transfer of A9 into Div. G, Div. G could be split into two divisions and so solve the travelling challenges presently experienced. Other comments? Angelika Bendrich ACS CL, Club #9362 In F Area 63 has 5 clubs but the other two have 4, can we move one to one of the others to balance out the work for the other Area Governors? Hans: A timely question he did not have the opportunity to ask Mark Collins who, at a late time, expressed his feeling that the Division went well and no changes were needed. Without having more detail about the clubs, Hans was reluctant to shift them. He encouraged Area Governors to 6

7 take up the subject of comparative Area sizes with their Division Governors in the course of each year. May: the final report needs to be sent by July 15 the new team will do this. Hans Kermer moved once again for the District Council to accept the recommendations of the Realignment Committee. CARRIED. The recommendations were accepted as proposed and the new District Team will send the report to World Headquarters. 11. ELECTION OF OFFICERS 2015/2016 YEAR Distinguished Toastmaster Chris Kozakowski presented the slate of candidates for District Office for the July 1, 2015 to June 30, 2016 term. Chris Kozakowski thanked the following members of the Nomination Committee. These individuals spent a lot of time and effort, took their jobs seriously, interviewed diligently based on established criteria: Garth Coward DTM Jamie Macdonald ACS CL Jodi Bird DTM Area 38 Governor Lois Boughton ACS ALB Division K Governor Chris Kozakowski DTM listed all nominated individuals for each position: District Director (District Governor) Program Quality Director (Lt. Gov. of Education & Training): Club Growth Director (Lt. Gov. of Marketing): Karen Knight DTM Glyn Williams DTM No candidate Division A: Michael Bown CC ALB Division C No candidate Division E: No candidate Division F: No candidate Division G: Kristen Nickells ACS ALB Division K: David Hobson DTM Division V: No candidate Division W: Deborah Richards ACS CL Division X: Moya Webb ACB ALS Area 32 Governor 7

8 District Director Election In addition to the committee nomination of Karen Knight DTM, Fai Murray DTM was nominated from the floor by Marg Hope DTM PDG PID Both candidates gave a two minute campaign speech Voting results were: o Karen Knight 126 o Fai Murray 53 Karen Knight DTM was elected Division Director for the year. Program Quality Director Glyn Williams DTM withdrew his acceptance of his nomination for Program Quality Director, District Govern May Soo- Tveita DTM accepted the withdrawal. Nominations were taken from the floor: o Joe Guenette (Club 950) nominated Carol Carter DTM to be PQD. o Carol Carter DTM accepted the nomination Hearing no further nominations from the floor, Carol Carter DTM was elected Program Quality Director by acclamation. Club Growth Director There were no nominations brought forward from the Nomination Committee Nominations were taken from the floor: o Neil Philadelphia CC nominated Glyn Williams DTM o Glyn Williams DTM accepted the nomination Hearing no further nominations from the floor, Glyn Williams DTM was elected Club Growth Director by acclamation. Division Directors Candidates for Divisions A, G, K, W and X were presented. There were no additional nominations from the floor for these Divisions. The following persons were elected by acclamation: Division A - Michael Bown ACB ALB Division G Kristen Nickells ACS ALB Division K - David Hobson DTM Division W Deborah Richards ACS CL Division X Moya Webb ACB ALS There were no nominations from the floor for the position of Division C Director. The District Executive Council will seek out a nominee and bring information forward to the next Committee meeting. Nominations were taken from the floor for Division E Director: 8

9 Shawn Gold DTM nominated Dinesh Kewalramani CC Dinesh Kewalramani respectfully declined with thanks for the nomination The District Executive Council will seek out a nominee and bring information forward to next Committee meeting. Nominations were taken from the floor for Division F Director: Ron Newell nominated Alan Warburton, and Alan accepted. Alan Warburton was nominated Division F Director by acclamation. Nominations were taken from the floor for Division V Director: Mathieu Powell nominated Neil Philadelphia CC, and Neil accepted. Neil Philadelphia CC was nominated Division V Director by acclamation. All of the Incoming, Newly Nominated Division Directors stood up and were acknowledged. The Incoming Division Directors will appoint all Area Director positions. Candidate for International Director for Region 1 Margaret Page DTM Margaret Page DTM gave a campaign speech for her nomination as Division Director. She spoke on the benefit of Toastmasters on all of our lives, explained the work that the board will be doing, specifically on the Revitalized Education Program. She outlined her experience in non- profits, as an entrepreneur and her training in Cultural Intelligence and more. 12. DISTRICT OFFICERS REPORTS Division Governor Report The District Governor s Report was presented by May Soo- Tveita DTM District Performance: To date Goal % Complete Paid Clubs % Membership % Payments Distinguished clubs % We are, unfortunately 2 nd to last in Region 1(9 districts) when it comes to Member Payments and Distinguished clubs. However, 3 rd in the Region when it comes to Paid Clubs. The district met the requirement to submit the District Success Plan (DSP) by September 30 th and also ensured that the well over 85% of District Officers were trained by September 9

10 30th. The final goal that needs to be achieved for the district to be distinguished is to achieve no net loss of clubs. Some interesting information was shared on the fact that 40% of the demographic in BC is under 45 years so we need to be targeting people in the province from a range of ages and demographics. Traditionally, 54% of clubs worldwide achieve Distinguished recognition but only 15% of BC clubs have done so. May Soo- Tveita DTM mentioned that she is so proud to have worked with the team. Much has been accomplished in a short period of time. Lieutenant Governor of Education and Training Report Fai Murray DTM presented the LGET Report. Fai emphasized that quality clubs are achieved by quality trained club executives and that has been her focus this year: Fai listed the 7 clubs who achieved 7/7 Club Officers trained: High Noon Toastmasters, Cranbrook Phoenix Club, Cranbrook First Club, Creston Valley Club, Toastmentors, Langley Toastmasters and Thunderbird Toastmasters Acknowledged that 51% of total club officers were trained, 68% in the first session and 59% in the second session 69% of remote Club Officers were trained Fai gave special thanks to Marg Hope who led the Pilot Program for Remote Training, which was hugely successful and very much appreciated by the Divisions involved. Fai also broke down training in each period by division and the percentage trained in each session. The correlation between the percentages of Club Officers trained and the Distinguished status of the Division is very strong. Fai also outlined the breakdown of expenses for the Education and Training budget in particular as well. Lieutenant Governor of Marketing Report Carol Carter DTM presented the Lieutenant Governor of Marketing Report Carol encouraged all District Officers to use the International Website regularly to review the numbers. Many clubs are low membership, but she is hopeful that we can get all of those clubs back! 400 membership payments needed to be distinguished 6 low member clubs, 4 clubs not paid yet at all 7 new clubs were announced: Toastmasters by the Sea, Tenacious Toastmasters, Our Lady of Good Communicators, Lightly Toasted, The Persuaders Toastmasters, Ditch Masters, Boeing Canada Aeroinfo 10

11 3 other prospective clubs are in progress and many other demo meetings are being arranged Marketing Incentives were discussed Completed Incentives: Dues Renewals/Thank you cards, Beat the Ides of March Banner Incentive, Club Campaign Challenge, Find our Future Leaders Currently Running Incentives: Beat the Clock, 10% Club Climb Challenge, New Clubs Charter Incentive, Passport Program, New Clubs Leads Incentives, Club Coach Appreciation Gift, Advanced Clubs Find a Padawan Incentive Incentives on hold/discontinued: Toast Medics, Share Your Club s Turnaround Public Relations Officer Report Edward Yuen CC presented the District PRO Report. Edward has caught the Toastmasters bug and has attempted to infect all of our communities with it! The sneezing was carried on throughout his speech. He has brought this bug to community centres, libraries and more, throughout District 21! He also organized setting up tables in public areas and sanctioned Speechcraft workshops. An overview of the year: PR support was provided for individuals, clubs and officers Copy- Paste- Send initiative was reiterated (sharing of resources from the District, to Toastmaster clubs in an easily shareable format) Focus was to give the district more exposure province- wide Types of resources for D21 individuals: 5 newsletters sent out information and inspiring stories, templates and posters to help advertise clubs and events Support provided for report regions and beyond: External Facebook PR page grew from 1600 to 2500 subscriptions 98 new contacts indicating interest to join Toastmasters Names of contacts were passed on to the respective Division Governors, please follow up to ensure these names become members! Awareness of Toastmaster s 90 th Anniversary through much effort, proclamations were given from many cities including the Province of BC and the City of Surrey to declare February Toastmasters Month. 11

12 Audit Committee Report Doug Anderson DTM PDG gave the report on behalf of the Audit Committee. The Audit Report was for the 6- month period from July December He wanted to extend his thanks to District Treasurer Fonny Kermer DTM for her excellent accounting. - - Before he went through the report, he took the time to remind everyone about the work that this team goes through He asked all members to please stand and give them a round of applause The report: This year, District 21 was chosen for an audit by Toastmasters International The report was accepted by the IRS Although there have been a few hardships, by the end of the year the District will be in sound financial hands. May described that it was an honour to have been chosen to complete this audit and that there was nothing to worry about and the District is very thankful for Doug Anderson and all of his hard work and many years of service. Treasurer s Report Fonny Kermer ACG ALB presented the Treasurer s Report. This report is for the 3 rd Quarter of the year For the year to March 30 th membership revenue was CAD $45, 578 on a total of 4,665 membership payments There were 3,650 membership renewals, 883 new members and 132 charter members Canadian dollar membership revenue was 1.18% higher than budged ($40,638) The district s net loss up until March 30 th was $1,633 CAD Total expenses were $77,229 CAD and total revenues were $75, 596 CAD District Cash Position at March 31, 2015: District Reserve $ 77,655 Local Bank Accounts $ 27,409 Cash $ 175 Total $105,239 Less Minimum District Reserve at Year End ($ 12,509) Total Available Funds $ 92,730 Doug Anderson DTM PDG moved that the Treasurer s Report as presented be accepted. No discussion or objections. CARRIED. 12

13 13. NEW BUSINESS a. Haddy Abra DTM moved the following: I move that the D21 Fall conference be held on November 14 th and 15 th at the Executive Plaza Hotel in Richmond The original motion was stated to include that Division W host the conference as a Division W member is the Chair of the Conference, but this was amended and the motion was corrected to reflect only the dates and location of the conference. No further discussion was had and the amended to the original motion was approved. No objections. CARRIED. b. David Hobson DTM spoke on the Revitalized Education Program and the need for leaders to promote the program among clubs. Members were instructed to speak to David Hobson more on how to get involved. No further items were submitted to the District Secretary prior to the Council Business Meeting, therefore no further items could be discussed. 14. ANNOUNCEMENTS The International Convention will take place on August at the Caesars Palace Hotel and Casino in Las Vegas, Nevada 15. NEXT DISTRICT 21 COUNCIL BUSINESS MEETING The Next District 21 Fall Conference will take place on November The next District 21 Council Business Meeting will take place on November 14, 2015 at the Executive Airport Plaza in Richmond. 16. ADJOURNMENT The May 2015 Council Business Meeting was adjourned at 4:10pm. 13