MINUTES of DISTRICT 47 District Council Business Meeting

Transcription

1 MINUTES of DISTRICT 47 District Council Business Meeting A duly noticed meeting of the District Council Business Meeting was held in Fort Lauderdale, Florida on May 19, I. Call to Order The meeting was opened by José Alvarado at 2:16 p.m. The District Mission Statement was read by TM José Alvarado II. III. IV. Inspirational Moment An Inspirational Moment was provided by TM Gerard Rolle. District Director Opening Remarks Introduction of Head table Acting Parliamentarian, Jeff Collins, DTM, Administration (Admin) Manager, TM Rita Pinder, recognition of 2 nd Vice President of Toastmasters International, Richard Peck, Past International Director, Anita Kilburn, Past District Governor/ Directors Jeanine Kinsey, Pamela Rolle, Anthony Longley, and Francis Molina. Approval of Agenda A motion was made by Kip Barkley, (Club #3659, Early Bird) to approve the agenda and seconded by William Thomas, (Club #2096, Gelphin Good Morning). The agenda was approved. V. Credentials Committee Report/Certification of Quorum A quorum was established according to Toastmaster International District Administrative Bylaws by Credentials Chair, Samantha O Neil, DTM. Instructions were given regarding the marking of the ballots. VI. Reading/Approval of Minutes from Fall Council Meeting Welcome was given to new District Director, Antoinette Fox and Finance Manager, Lois Margolin. Members were reminded about the qualities they expressed and wanted to be displayed at the meeting. TM Brandon Kinsey stated point of order as to the reading of the minutes. The reading of the minutes were read. TM Brandon Kinsey (Outspoken Toastmasters, Club # ) made a motion to approve the minutes as the minutes had already been sent out ahead of time. Point of order was made by TM Ivan Thompson who stated that comments are to be directed to the chair and not the administrator and that should have been done prior to her taking the podium. As she was already in the middle of reading of the minutes, she be allowed to continue. The minutes continued to be read. At the conclusion of the reading of the minutes, corrections, insertions and deletions were requested by District Director Antoinette Fox, DTM. TM Victoria Charles, (Gold Coast Toastmasters, Club #2727, VPE) who requested changes to her statements tabling the discussion. She stated that was not what was stated. The revised statement is as follows: a vote was called for so that the district could recalculate the budget and to send it within two weeks time to the district council to revote. That motion was voted upon and was not captured during the meeting. She also stated that she did not ask for a list of 1 of 9

2 appointed officers. She requested that a list of officers be attached to the meeting minutes so there would be documentation of the meeting to be available in the spring. TM Nadia Usher, (DEC member, Area 52, Miami Advanced, Club #2798 and West Kendall Toastmasters, Club #8370) wishes to insert that the PQD s reason for not signing the budget was because we were using all the funds this year and there would not be funds available for next year. (see page 4) Lydia Harris, PQD, (Beacon Point Advanced, Club #808677) objected to what Nadia stated. TM Lydia Harris stated it was about going through so much money this year without having a reference to TM Lydia Harris restated her correction The amount being spent this year would not allow us to be sustainable for the following year. Continuing, It s not just about the dollars, but what we did this year with that money would not allow us to continue for the next. No discussion on the correction as indicated by District Director, Antoinette Fox. It was also stated by TM Lydia Harris that it was not about understanding the budget, rather why so much money was being spent ($21,000.00) on all of the food. District Director Antoinette Fox warned about directing all comments to her and not to the Admin Manager. TM Andrew Bern (Club Voice, Club #3278) stated that if there are amendments to the report, we should probably ask that those amendments be in writing. If there are questions about the amendments to the report, which once adopted are a part of the main report, changes to that would be to amend by substitution and that should also be in writing. *TM Brandon Kinsey (Outspoken Toastmasters, Club # ) stated on page three, third paragraph, the statement, TM Kinsey stated that was out of order, is vague, and will send an to the Admin Manager to clarify. Another correction: TM Kinsey stated that TM Bern in his role as parliamentarian addressed the audience was out of order. The vote itself was not out of order. Also, TM Kinsey stated that earning too much threatens our nonprofit status, as stated in the minutes was not stated by him is asking that the statement be deleted from the record. TM Belinda Wilson, (BUT Nation Builders, Club # ) inquired as to the accepting of the minutes without the corrections. The minutes will be accepted as corrected. District Director Antoinette Fox stated that only the corrections, insertions or deletions allowed were only those that were stated in the meeting and received via to the Admin Manager. A motion to accept the minutes with the conditions stated in the previous paragraph was made by TM Diane Lockhart, (Destined for Success, Club #3956) to accept the minutes as corrected. A second was made by TM Sandra L. Jackson, (305 Speaks, Club # , and MIA Tarmac Speakers, Club # ). The motion carried and minutes accepted. *Note: An was sent on May 19, 2018 from TM Brandon Kinsey with the following corrections: Page 3, paragraph 3. TM Kinsey stated that TM Bern addressing the audience, in his role as parliamentarian, was out of order. (Replace The Kinsey stated that was out of order). Remove "TM Kinsey stated, Earning too much threatens the non-profit status." 2 of 9

3 VII. VIII. Audit Committee Report The chair of the committee was not present, therefore a motion was made by TM Yulimar Trumbo, DTM (Boca Raton Advanced, Club # ) to table the discussion of the Audit Committee. The motion was seconded by TM William Thomas (Gelphin Good Morning, Club # 2096). District Director, Antoinette Fox asked if there was any discussion. TM Brandon Kinsey (Outspoken Toastmasters, Club # ) referenced the question made by TM Christina Kilbert (Beacon Point Advanced, Club #808677) regarding the time frame for expecting the Audit Committee s report. District Director Antoinette Fox clarified that she did not have communication with the committee chair and Toastmasters International, therefore clarity could not be given. TM Brandon Kinsey made a motion to close the discussion. TM Valerie Johnson (Treasure Coast Toastmasters, Club #3466) seconded the motion. Motion carried. A vote to close the main motion was made and passed. Finance Manager Report TM Lois Margolin, Finance Manager stated that she filled the position April 21, 2018 and indicated that she had nothing to do with the finances prior to April 21, As of March 31, 2018 the budget was to have a $38, loss and currently a loss of $24, TM Margolin gave the following as she referred to a PowerPoint presentation. Looking at the nets the conference came in pretty close The TLI was much better than anticipated The Speech Contest has over $17, in expenses over revenues plus a lot of expenses are still coming in because we have trophies and food for the April and May contests. That could be closer to $20, or $21, Marketing is under Communication close Education and Training close Administration close Travel expense, and then other. A question was asked as to what was other. TM Margolin stated there was a $15, cash withdrawal taken out in two increments on February 2nd and the 9 th of the same month. She stated that the district should break even. She also stated that a loss of $6, is to be expected and with other expenses we are looking at a net loss of $27,229. Cash - what is in the bank and what is at TI $22, This is what is in excess of what is required of TI. At the end of the year we should have close to $17, in the Bank of America account in excess of the $20, that is required of TI. We are in good shape. District Director Antoinette Fox asked if there were any questions. TM Parisa Hamzetash, (El Cid Toastmasters, Club # ) inquired about the two cash withdrawals. TM Margolin stated that there was one withdrawal for $9, and the other for $5, They were both counter cash withdrawals. TM Parisa Hamzetash asked if TM Margolin knew received the money and if there was a police report filed if the money was taken by an unauthorized person. The answer was no. The money was withdrawn by an authorized person, TM Chim Francisco. It is now in the hands of TI and their auditors. TM Hamzetash asked when TI Margolin was made aware and TM Margolin stated she was aware within seven days of 21 st of April. 3 of 9

4 TM Brenda Ellis (MIA Tarmack Speakers, Club # ) questioned how someone was able to withdraw funds without two signatures. Toastmasters International is dealing with the situation. TM Andre Kelley, (Destined for Success, Club #3956) made two points: 1) the budget is being discussed without the audit report being completed and 2) there was no representation from the audit committee. TM Kelley made a motion that the 15, be removed from the minutes until the audit report has been presented. District Director Antoinette Fox indicated that the audit report that we do not have in our possession is for the first period. This part of the presentation has nothing to do with the future audit report for clarification. We are following TI s rules and regulations. There is a motion on the floor and the motion was seconded by Patty Stevenson (The Real Toastmasters, Club # ) that the money in the amount of $15, be deleted from the minutes. District Director Antoinette Fox asked if there was any discussion. TM Brandon Kinsey stated that the audit referred to the period from July 1, 2017 December 31, 2017 and further states, As this falls in February 2 nd, next conference s audit committee report the presence of the audit committee is irrelevant to this discussion. District Director Antoinette Fox recognizes TM Dilcia Morales, VPE (High Voltage Toastmasters, Club # ) and identified herself as the former Finance Manager and further stated that she has not handed over documentation because she stepped aside before completing her term. She requested that an audit be conducted through her tenure. That was not accepted and took it upon herself to move forward and have the information validated by the legal team and they are going through the information. She stated also that the information be shared so there would be no implications of mishandling. TM Garfield Pitter: (Club Awesome, Club #2445) stated that the discussion should end until all the reports are in and the Finance Director can give a better understanding of the report. Continuing the discussion could affect the reputation of individuals who have been in the office before. A motion was made by TM Pitter to end the discussion. The motion was seconded by TM Michael Marich (First US Portuguese Toastmasters, Club # ). It was moved and seconded and the motion carried. IX. Realignment Report TM David Jess, the Realignment Chair will present the realignment report. Each year Toastmasters International requires realignments in order to meet certain goals. The requirements are very simple. A division needs at least three areas. An area can have 4 to 6 clubs however there is one exception. They have some guidelines but not hard and fast rules like the 4 to 6 clubs. One of those guidelines is that we should have geographic balance. The reason why we want geographic balance is related to several other reasons. The obvious one is we wouldn t want a club in Palm Beach being part of an area in Miami. That is what we try not to do. The third thing which is probably the most difficult task is what is called DCP eligibility. (Distinguished Club Progress) When I m looking at the areas and deciding where the club should belong, I see distinguish clubs, and there are many clubs in the middle they 4 of 9

5 might become distinguished, they might not and we look at the relative strength to DCP. I have to consider that in balancing the areas. How do we realign a district? In this case it s just a matter of a few changes. Last year we went to six clubs to an area and four areas in a division and this year it s a little bit different of a goal as five clubs to an area. Sometimes there are six. Sometimes there are four. But the goal when possible was to have five. The reason being that the area director has a challenge going to different clubs. How do I do this? Everyone is familiar with the clubs performance report? That is what I go by. I download that into an Excel spreadsheet. That gives me the information where the areas are so I know where they should be on the map and how they re doing in terms of their status. I take this information and I color code it for the status of distinguished which is green; yellow which means you have some challenges, blue which means you have a pretty good chance of obtaining distinguished status. Red means that your club has been suspended, which means a club will fall off the district realignment or it means that they have not made their dues for payment and something s going to happen in the next couple of months. A decision must be made as to whether or not to save the club or dissolve the club. That is a matter for our District TRIO. Points are given to each club starting with four points and with April s information. I have to predict as to how the clubs are going to perform. Past performance does not indicate future performance. We are also looking for geographic balance and in the interest of the district leader who is going to be appointed to that area. I tried to be conservative so that your club would not be bounced around a lot. The link will be sent to Lydia and she can send it to you so that you can look at the map. That is the basic process. I look at the map and see where people belong, where the clubs belong and then I look at the strength of the areas and see which clubs can be switched out. Sometimes there s nothing you can do, and sometimes you can make a little magic and say, I ll look at the history of these clubs and see that they re going to be all right after all. We won t know until June 30 th. This is the basic structure of the alignment but because there are two months left or a month and a half that is left, and somebody s going to make a club and ruin my chart! I expect there to be small changes that reflect those clubs that have been formed or clubs that have been dissolved. That is the basic process. On behalf of the realignment committee I move to adopt the realignment as presented. District Director, Antoinette Fox: As this is a motion from the committee, no second is required. Is there any discussion? The timer will put 5 minutes on the clock in order to curtail the discussion. TM Cindy Beckles (River Walk Toastmasters, Club #8664) stated when a spreadsheet is presented, and color coded please indicate what the colors represent as well as the terms used to explain the report. District Director, Antoinette Fox: The information you provided is information in the discussion. There is a motion on the floor from the committee. We are discussing the motion as it relates to the realignment committee report. 5 of 9

6 TM Parisa Hamzetash (El Cid Toastmasters, Club # ) asked, why were there five areas now and four areas last year? District Director, Antoinette Fox: That was from last year s alignment. Are you suggesting amending the report? TM Parisa Hamzetash (El Cid Toastmasters, Club # ) No. Is adding an area considered a drastic change or not? TM Lynda Hammond, IPDD: stated David Jess not only gives the report to this body but also to the District TRIO. As district director you make the final decision. In the past there have been area directors who have traveled a great distances. This term, the district director decided to try something different as was done in the past. David Jess comes up with a plan, gives a suggestion as well as submits the report. TM Yulimar Trumbo: asked, Are we only agreeing on the process of the realignment? I did not see the final realignment for us to approve or not. District Director Antoinette Fox: It s just the process on how we go about doing the realignment next year and as Toastmaster Hammond stated the incoming district team will decide how the realignment will be for term. The realignment report was sent out and ed as well to see what he is suggesting. Any further discussion? The motion on the floor is to accept the realignment report as presented. TM William Thomas (Gelphin Good Morning, Club#2096): Madame Chair, that the alignment committee report be accepted as presented. Do we have a second? District Director Antoinette Fox: That the realignment report be accepted as presented. All of those in favor of accepting the report please say I. Those opposed Nay. Motion carried. X. District Procedures DTM Pamela Rolle: The purpose of the committee is to provide consistency for the district or conducts business from year to year. The procedures cannot conflict with Toastmasters International. Changes must be approved by the district council. A summary of the changes were stated as listed in the document ed with the changes. Such modifications included modifications to the preamble for clarity on future modifications, travel modifications, shared occupancy when feasible for district related travel, travel for the immediate past president is to be included in the district budget for the international convention. Outgoing check policy modified, removed defining speech contests and when they are held, modified district conference schedule to comply with Toastmasters International s requirements, modified district leadership committee, and renamed miscellaneous to Conference Advisory Committee. Past area directors as a standing committee with defined roles. The report was submitted to TMI for approval. The result was approval given to the 6 of 9

7 proposed changes from TMI. TM Role asked for the acceptance of the changes from the committee. TM Lois Margolin, (Power Speakers, Club #157030) suggested making an amendment to the district event clause to be determined by the TRIO and not automatic. TM Yulimar Trumbo (Boca Raton Advanced, Club #188268) questioned that the report had not been brought to the DEC. TM Andy Bern questioned the date the of approval from TMI. TM Pinder made a motion to extend the discussion for five minutes. The motion to extend was seconded by TM Samantha O Neil. The motion carried. TM Brenda Ellis (MIA Tarmac Speakers, Club # ) questioned the how the revision came about. The information did not go out to the body. TM Parisa Hamzedash: asked, Who was on the committee? Glen Parks, Pamela Rolle and Mat Kinsey made up the committee was the answer received. Lakeisha Morris, (Cutler Bay Toastmasters, Club # ) suggested usage of strike through and underlines should be used to indicate changes. Also, what is the financial impact of the proposed changes? TM Pamela Rolle Changes sent proposed changes on the 22 nd of April and approved by TI on the 23 rd of April sent by Rex Humphrey, District Leader support representative. The TRIO and Finance Manager would approve before any financial changes would be made. TM Barry Doctor, (Boca Advanced Toastmasters, Club # ) encouraged to members to read the document before voting to accept the report. Financial decisions are being made by the individuals who are the recipients of those decisions. TM Andre Kelley questioned the members of the committee, can an International Director be a part of a committee if he was appointed by the District Director. Belinda Wilson The district procedures were voted upon, however the report was rejected. XI. District Leadership Committee Report DTM Francis Molina presenting driving strategies for club growth. Feb 17, to interview candidates with deadline of Dec. 15, from TI. Explained procedures of voting as there are members running from the floor. 14 candidates interviewed and met qualifications. Decisions were made by the committee to recommend the following slate of officers: DD Lydia Harris PQD Leonardo Burrows, Marlene Burrows CGD DTM Shakira Taylor, DTM Maurice Fuller, DTM Ivan Thompson Division Director A open 7 of 9

8 B DTM Andrew Bern, DTM Lois Margolin C TM Michelle Leway, ACS, ALB D open E open F DTM Tiffany Burrell Roberts I TM Nikenya Rolle, ACB, ALB Acknowledgement of candidates who are dedicated to the mission of Toastmasters International. Candidates are being sought for open positions. District Director Antoinette Fox led the voting process after the credentials chair replaced defective ballots. Nominations from the floor were as follows: TM Cofey Miller (BT Communicators Club# ) nominated Judy Simmons accepted the nomination of District Director. TM Gerard Role (Pinnacle Speakers Club # ) nominated DTM Maurice Fuller- accepted the nomination of District Director. Candidates were given two minutes to speak. Those candidates are DTM Maurice Fuller, TM Judy Simmons and DTM Lydia Harris. Voting took place with the results listed below (XII). The same procedures were followed for the other offices/candidates. Nominations were taken from the floor for Division A Directors. Nominated members included: Victor Jimenez, nominated by Nick Smith, (Plantation Toastmasters Club #2582). Victor accepted the nomination. TM Dorsett nominated Florence Stewart (BUT Nation Builders, Club # ). TM Florence Stewart accepted the nomination. TM William Thomas (Gelphin Good Morning, Club #2096) nominated TM Barkley who declined the nomination. Division D Director nominations are as follows: TM Dilcia Morales, nominated by LaPiedra Damianas (BUT Nation Builders, Club # ), TM Parisa Hamzedash, nominated by TM Phyllis May (USS Toastmasters, Club #6298) Division E Director nominations are as follows: TM Joy Davis nominated TM Sandra Jackson who accepted. District Director Antoinette Fox instructed Admin Manager to cast one vote for TM Sandra Jackson as there was no opposition. Club Growth Director nominations from the floor opened with a nomination by TM William Thomas, (Gilphin Good Morning, Club #2096) who nominated District Director Antoinette Fox. District Director Antoinette Fox declined the nomination. Two minute speeches were given by TM Shakira Taylor and TM Ivan Thompson. As nominations closed for each position, candidates were instructed to see TM Francis Molina for officer release agreements which needed to be signed prior to the elections. XII. District Officer Elections - results 8 of 9

9 XIII. XIV. XV. XVI. XVII. XVIII. XIX. a. District Director DTM Maurice Fuller b. Program Quality Director TM Leonardo Burrows c. Club Growth Director TM Ivan Thompson d. Division Director Division A TM Florence Stewart Division B - TM Andrew Bern Division C TM Michelle Leway Division D TM Dilcia Morales Division F - DTM Tiffany Burrell Roberts Division I - TM Nikenya Rolle, ACB, ALB Senior District Officers Reports TM Tiffany Burrel Roberts, (BTU Nation Builders, Club # ) made a motion to suspend district officer reports in the interest of time. A second was made by TM Janice Stubs, (Providence, Club #3596) A vote was taken and the motion passed. Program Quality Director TM Tiffany Burrel Roberts, (BTU Nation Builders, Club # ) made a motion to suspend district officer reports in the interest of time. A second was made by TM Janice Stubs, (Providence, Club #3596) A vote was taken and the motion passed. Club Growth Director TM Tiffany Burrel Roberts, (BTU Nation Builders, Club # ) made a motion to suspend district officer reports in the interest of time. A second was made by TM Janice Stubs, (Providence, Club #3596) A vote was taken and the motion passed. District Director TM Tiffany Burrel Roberts, (BTU Nation Builders, Club # ) made a motion to suspend district officer reports in the interest of time. A second was made by TM Janice Stubs, (Providence, Club #3596) A vote was taken and the motion passed. New Business a. International Director Candidates DTM Shirley Dailey sent a letter to be read and TM Anthony Langley gave a speech with their intent to run in District 8. Announcements District Director Maurice Fuller and District Leadership Committee Chair TM Francis Molina will make appointments for those interested in open positions (appointed positions). If interested, submit to dlc@toastmasters47.org or fmolina@toastmastersd47.org. Read the district handbook to understand duties. Appointments for interviews will be communicated via . Adjournment The meeting was adjourned at 6:45 p.m. Respectfully Submitted by: Rita Pinder Administration Manager May 19, of 9