District 105 Executive Committee Meeting Minutes

Transcription

1 District 105 Executive Committee Meeting Minutes Summary Subject Minutes of the Second District Executive Committee Meeting Date and Time Location Friday, 19 January 2018, am (GMT+4) to 05:00 pm (GMT+4) Emirates Headquarters Auditorium, Dubai, UAE Attendee List 1 District Officials 2 Division Directors 3 Area Directors Meeting Call to Order o District Administration Manager Saju Varghese, DTM, called the meeting to order. o District Director Sunil Kottarathil DTM announced the appointment of Manmohan Sreedhar, DTM, as the parliamentarian. o District Program Quality Director Nagabhushan Balaji, DTM, read the District mission. Roll Call and Certification of Quorum o District Administration Manager Saju Varghese, DTM, announced the quorum:- Quorum Requirement - 60 Required for the quorum 31 Quorum Present - 37 o District Administration Manager Saju Varghese, DTM, announced that the quorum is present to conduct District business. Adoption of Agenda District Director Sunil Kottarathil, DTM, invited the members to review the agenda and adopt. Main Motion: TM Walid El Sahar, Area 26 Director, moved a motion to advance the lunch break to noon instead of in the agenda. The motion was seconded by TM Sufian Abu-Rmaileh, Area 44 Director.

2 Main Motion: TM Ramesh Babu, Area 21 Director moved a motion to adopt the agenda with the changes mentioned in the previous motion of changing the lunch interval from 12.30pm to noon. The motion was seconded by TM Mandarr Agshikar, Area 34 Director, Division J. Approval of Previous Minutes District Director Sunil Kottarathil, DTM, informed that the Minutes of District 105 First Excom meeting held on 16-June-2017 was circulated by mail and published in District website. He suggested that a motion be moved to approve the previous meeting minutes. Main Motion: TM Sufian Abu-Rmaileh, Area 44 Director, moved a motion to approve previous minutes. The motion was seconded by TM Sujil Valiyandy, Area 35 Director. Welcome Address o District Director Sunil Kottarathil, DTM, welcomed everyone present to the second District Executive Committee meeting of District 105. He appreciated the outstanding performance put forth by all the Area and Division Directors during the past six months. The way the Area and Division Directors have developed as true leaders during the last six months proves the growth as a strong family. It is the dedication and commitment of the members that has taken District 105 to excellent position within this short span of time. o He wished the Area and Division Directors all the very best in their journey towards Presidents Distinguished Status. o He emphasised District s commitment in providing continuous support and service to all the leaders and the member clubs.

3 Reports and Presentation o Program Quality report was presented by the District Program Quality Director Nagabhushan Balaji, DTM. He reiterated our aim of 100% clubs in District 105 achieving distinguished status this year. He reminded the members to focus on the membership requirement also along with the DCP goals. o Club Growth report was presented by the District Club Growth Director Valsakumar P Menon, DTM. He announced that the District is moving steadily on club growth and has reached 196 active clubs from the base of 191. In Region 11, District 105 is at the top position in membership payment and at second position in club growth. o Finance report was presented by the District Finance Manager Ramesh Anantharaman, DTM. He ensured the members that all claims submitted till date will be paid and closed during lunch break. He requested the members to submit any pending claim at the earliest. Answering Division H Director TM Althaf, he emphasized the importance of submitting the claim within 60 days from the date of the expense. Education Sessions o Two education sessions were conducted at the beginning. o District Program Quality Director Nagabhushan Balaji, DTM, conducted an education session on Member Personas. o District Club Growth Director Valsakumar P Menon, DTM, conducted an education session focusing primarily on Membership Growth. Recognition and Awards o District Director Sunil Kottarathil, DTM, appreciated the members on their achievement. Winners of the District mid year awards were announced during the first week of January, and presented with ribbons and pins. District Mid Year Awards Triple Crown Awards New Clubs Charter Certificates District recognition to all Proactive Area and Division Directors o A Prayer / Lunch Break was observed from 12:00 pm to 01:30 pm.

4 Group Activity Area and Division Success Plan o District Trio - Sunil Kottarathil, DTM, Nagabhushan Balaji, DTM, and Valsakumar P Menon, DTM, conducted the Group Activity on Area and Division Success Plan. o Each Area and Division Director worked on the success plan worksheet. The goals were reviewed and compared with the current status. Each member came up with clear plan to reach Presidents Distinguished Status. Each Division team then brainstormed the findings and made plans to support each other to ensure each unit is Presidents Distinguished. o Upon completion of the group activity, each Division team presented their plans and strategies. Team Building Exercise o District Administration Manager, Saju Varghese, DTM, organised a team building exercise in a creative and entertaining manner by arranging the members in three groups. A resonating, evocating and captivating environment was created by the groups while presenting the cases through a skit. Old Business District Director Sunil Kottarathil, DTM, announced that the District Council in October 2017 has authorized the District Excom to decide on the DTAC 2019 venue and date. Main Motion: TM Divya Raj, Area 23 Director, moved a motion to conduct DTAC 2019 in Dubai. The motion was seconded by TM G Kumar, Division D Director. Main Motion: TM Vinod Raman, Division B Director, moved a motion to conduct DTAC 2019 during April The motion was seconded by TM G Kumar, Division D Director. New Business o District Director Sunil Kottarathil, DTM, requested the floor to raise any new business. No new business was raised from the floor.

5 Announcements o District Director Sunil Kottarathil, DTM made the following announcements to the members. Pathways will be launched in District 105 on 20 th March, The Pathways Guides and Ambassadors will visit the clubs and educate the members (including Area and Division Directors) more on Pathways. All active members are encouraged to submit their nomination towards District Leadership positions following the earlier invitation by District Leadership Committee. Division Directors shall discuss with Area Directors and submit the alignment plan to the Alignment Committee Chair at the earliest. Geographical considerations shall prevail while suggesting alignment changes. Proposed alignment shall comply with the requirement of minimum 4 and maximum 6 clubs per Area. Following the tradition, Arabic speech contests will be held during DTAC The contest shall progress from club level. Area and Division level contests are mandatory, even if there is only one contestant. All leaders are encouraged to guide the clubs with innovative ideas for membership building. Best practices adopted by some clubs in converting guests to members can be followed across the District. As members in multiple clubs will get TWO paths free when Pathways is launched on 20 th March, 2018, members are encouraged to take dual membership to avail maximum benefit. Any District reformation, if found necessary, will be communicated directly by Toastmasters WHQ. Adjournment of the Meeting Sunil Kottarathil, DTM, thanked everyone and adjourned the meeting at 05:00 pm.