Toastmasters District 61 2iéme rencontre de l assemblée du conseil du district Saturday, April 25, 2015 Chateau Montebello, Montebello, QC
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Minutes of Meeting/Procès-verbal de la réunion 1. 2:45 pm Call to Order 9:00 a.m. Host Anthony Renaud opens the meeting and introduces District Governor Harry Kingston. 2. Word of Welcome By Harry Kingston, DTM, District Govenor Remarque d ouverture Anthony Renaud annonce le début de la rencontre et présente la gouverneure du District Harry Kingston Accueil Par Harry Kingston, DTM, DG 3. Reading of the District Mission Brian Sutton, DTM LGET 4. Credentials Report: Presneted by Credentials Chair 202 Active Clubs x 2 votes each = 404 votes - Quorem 1/3 of 404 =135 votes # of club ballots collected = 202 (101 clubs represented) # of voting DEC members =55 # of DEC ballots collected = 34 Total of Voting Ballots = 236 Quorem verified Simple majority = Total # ballots/2 =119 5. Adoption of Agenda - adopted with flexibity for reports Moved and accepted 6. Adoption of Minutes from November 8 2014 Moved and acceptedadopted by all. 7. Confirmation of Appointed Officers since last District Council meeting: The following appointments were approved and confirmed at the March 2015 DEC meeting. District Secretary, Teri Kingston, DTM. Area 1 Governor, Mike O Donnell, DTM, Area 12 Governor vacant, Area 21 Governor, Ken Torgenson. Motion moved (Oren Weintraub) seconded by Lise Blondin and accepted by all. 2
8. Report of the District Alignment Committee presented by Gina Cook, DTM, IPDG. Report is available on the District 61 website. Motion to approve was moved by Jack Gammond, DTM and seconded by Valerie, Motion carried. Committee chair requested that the minutes reflect the following : My most sincere appreciation goes to the members of this committee who worked long and hard hours with the clubs and current DEC members to come up with the best alignment for the members of District 61. My appreciation goes to : Holly Marie Connolly, Maureen Whittaker, Diann Franklin, Craig Senior, Nick Waldteufel, Jack Gammon and, most especially, Lise Blondin. 9. Special mention : DG Harry Kingston DTM requested that the minutes reflect the following : 1) Special recognition and appreciation for our non-member serving as the Distirct Sergeant-at Arms, Richard Cook for his dedicated and impressive service to the District. The generous applause of council members acknowledged Richard. Division D Governor, 2) Tim Halderson was also acknowledged for «shadowing» the current SAA, arriving early to prepare for taking on the role in 2015-2016. Again, council members showed their appreciation. Special thanks was also made to all the Area Governosrs and division Governosrs for thier hard work throughout the year. 10. ELECTION OF OFFICERS FOR 2015-2016 1) One candidate for District Director, Brian Sutton, DTM -Appointed 2) One candidate for Director of Program Quality, Brian MacDonald, DTM Appointed 3) Two candidates for Director of Club Growth, Linda 3
Charbonneau and Rick Holloway. Linda Charbonneau received the majority of the votes and was elected. 4) Public Relations Manager Nominated from the floor Virginie Combet -Appointed 5) Division A One candidate Roy van der Mull, Appointed 6) Division B nominated from the floor 7) Division C Nominated from the floor 8) Division D One candiate - Matt Zalot, Appointed 9) Division F -One candidate Pierre Leblanc - Appointed 10) Division G One candidate Maria Vilas Appointed 11) Division H One candidate Louise Provencher Appointed 12) Division I Two candidates proposed, Annette Cote, Marie-Andree Lessard. Annette withdrew, Marie- Andree Lessard was appointed. 10. District Executive Committee Reports All reports submitted are posted in the reports section of the distirct website. 11. District Audit Report - full report is available on the district website. Two requests are under advisement: Recommendation to incoming Trio --- To create an expense pre-approval form for meals and travel etc. We received a suggestion by fromer District treasurer Sanjeev Dutt that we raise the limit for pre-approval from $25 to $100 to decrease the adminstrative burden. DG will take both suggestions under advisement and will report back This will be passed to incoming Trio to action. DG reqeusted that the minutes reflect the discussion about District hosted meals for training events. Even though there is documented pre-approval for these costs, TI advised that the District was not acting according to policy. The costs for 4 meetings amounted to a total of $2,182.00. The trio members 4
agreed to re-imburse the distirct fro the purposes of accountability and to demonstrate good practice. The meeting applauded this transparency and openess to reflect the highest possible standards in the conduct of District business. 12. Website Update: DG asked that all acknowledge the fantastic job and hard work that was done on the revised website. By the Webmaster. This rproject equired months of clean-up. There is a translation team in place to complete all documents. Special thanks to Rachelle Levac for her dedication and extremly hard work. It is oted that the District invested $5000.00 to help develop and pay for specialized technical help to complete the revisions. 13. District Treasurer s report - The full report is posted in the District website. DG requestd that all acknowledge the tremendous amount of work done by district treasurer, Christine O Connor. The DG also noted to the meeting that the fall conference incurred a net loss but that the spring conference was doing much better. The final report from the Fall Conference was not available to the mid-year Audit Report. 14. Committee Reports Division Reports from Division Governors Rapports des comités See report section of website. Several Officers did not submit written reports to the Secretary as requested. The Reports are considered missing. 15. Unfinished Business None Affaires non terminées Aucune 5
16. New Business- Harry Kingston, DTM, DG None 17. Announcements Date of the Next DEC Meeting July, 2015- Location: TBA Date of Next District Council meeting Fall Conference - November 15, 2015 Brookstreet Hotel, Ottawa, Ontario Nouvelles affaires Aucune Announces Endroit et date de la prochaine rencontre Conseil réuni le 8 novembre 2014 Mont Sainte-Anne Québec 6
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