District 23 Toastmasters

District Executive Council (DEC) Meeting Minutes

Date: 9/8/2012; Call to Order: 9:00am

Attendance

Servant Six+IPDG
Governor / O’Geary, TK / X / LGM / McCabe, Jim / X / Secretary / Means, Sarah / X
LGET / Leazar, Linda / X / PRO / OneBear, MaryTherese / X / Treasurer / Amai, Wendy / X
IPDG / Stevens, Bay
Division Governors
A / Schmitt, Will / X / C / Jeffers, Sharon / X / E / Warner, Charles / X
B / Carr, Mike / D / Broadnax, David / X / F / Leazar, Linda / X
Area Governors
A11 / Crapps, Justin / X / C32 / Cody Martin, Jen / E51 / Quigley, Barbara
A12 / Schreier, Felecia / X / C33 / Wolfgang, Raymond / X / E52 / Herrera, Monica
A13 / Morgan, Bill / X / D34 / Livingston, Mark / X / E53 / Waters, Natalie
B21 / Marron, Lisa / X / D41 / Wallace, David / X / E54 / Horrell, Steve
B22 / Luna, Larry / X / D42 / Broadnax, Irelanette / X / F61 / Conn, Jef / X
B23 / Coulie, Dave / D43 / Brantley, Mary / X / F62 / Vaughn, Robyne / X
B24 / Holguin, Lionel / X / D44 / Price, Sylvia / X / F63 / Weathers, Sharon / X
C31 / Dawson, Barbara / D45 / Stapler, Charles / F64 / Leazar, John / X

Council Members Needed: 19 Council Members Present: 26 Quorum Achieved!

Introductions & Welcome by District Governor

  • Mission of the District read aloud by all in attendance
  • Reinforced: “enhance club performance”(primarily the role of the Area Governor) and “extendthe network” (primarily the role of the Division Governors)
  • Reviewed ELMO (“Education, Leadership, Membership, and Officer achievements” and “AC/DC (All Clubs, Distinguished Clubs”)The District can do it; we can help!
  • Motion to adopt DEC agenda; seconded by Jim McCabe; no objections, agenda adopted

Focus on the Member

Special Highlight: Carl Trujillo, recently featured in Toastmasters Magazine

  • Toastmasters greatly impacted his life, specifically his leadership and communication growth. Opportunities within his political community of Northern New Mexico doubled thanks to Toastmasters. With Toastmaster skills, he won a recent election.

Servant Six Officer Reports

TK O’Geary, District Governor (See Slides)

  • Congratulations to Lionel Holguin, Area 24 Governor and Dave Coulie, Area 23 Governor for submitting 100% Area Governor reports before August 15th!
  • Reviewed points of the District Success Plan (required to be Distinguished District)
  • Reviewed values:
  • Toastmasters International: Respect, Integrity, Service, and Excellence (R.I.S.E.)
  • District 23 added values: Energize Leadership; Long Term Strategic Planning; Connect, Grow, and Excel; Collaborate with each other!

Linda Leazar, Lt. Governor Education & Training (LGET) acting(See Sides)

  • Steve Hightower had to resign as LGET, due to significant increased work demands
  • Please support Steve as needed during this time
  • BIG thank you to Linda for stepping up, and to continue as Division F Governor; we are so grateful!
  • We will vote her in at the District Council meeting on November 10th
  • New DEC members since July 1 – WELCOME and Thank You:
  • Area 33 Governor: Raymond Wolfgang
  • Area 54 Governor: Steve Horrell
  • Special Note
  • This year’s TLI attendance set a new District record!
  • We surpassed our number of Officers trained!
  • Reminder of District Goal
  • AC/DC by Spring Conference!

Jim McCabe, Lt. Governor Marketing (See Slides)

  • Several incentives in place
  • Goals incentives crafted around ELMO, enhancing performance, and extending the network!
  • Final list will be released with final budget because they are tightly correlated
  • Reminder to Division Governors
  • You are the point person for club growth; help your Area Governors build clubs
  • Ask Jim for help!
  • Form Growth teams / identify assistants
  • His goal is to communicate with each Division Governor at least once per month to identify new club opportunities and review current start-ups
  • Reminder of District Goals
  • Obtain 5,000 memberships this year (membership= each time someone pays dues for 1 to 6 months)
  • Start a new club in each Area; net growth of one club in each Area

Mary Therese One Bear, Public Relations Officer (See Slides)

  • Everyone can help get the word out
  • Need a Twitter Tweeter, press release helper, LinkedIn Lad/Lass
  • Go Like the D23 page! Tell everyone to Like it as well.

Wendy Amai, District Treasurer (See Slides)

  • District Budget is being finalized
  • News from International Convention August 2012
  • TI more stringent on District financials; be prepared for heavier scrutiny/audit
  • All DEC members should pay extra attention and use care in all financial activities, approvals, etc. Watch out for each other!
  • New Proposal
  • Final budget will be presented at least 1 week prior to the next DEC meeting, which is currently scheduled for November 3rd, 2012
  • Vouchers for Reimbursement
  • Submit receipt(s) on 8½ x 11 sheet(s)
  • E-mail to Wendy/TK or mail to TK; pre-filled voucher on website
  • All checks must be signed by both the District Treasurer and District Governor
  • Reminder: submit vouchers promptly (within 48 hours); vouchers submitted more than 60 days after the transaction date may not be reimbursed
  • Question from the floor: Are travel vouchers from the JumpStart training, June 16th, still acceptable? Answer: tabled/speak to TK
  • TK and Wendy meet twice per month to process reimbursement checks
  • Year-End Audit Report
  • Audit Committee: Adam Avery, CPA’s, financial experts, past District Leaders
  • Report prepared on August 13th and sent to TI on August 18th
  • Members needed for this year’s committee; forward suggestions to TK

District Teams & PRO Activities (See Slides):

  • Update on the District Website
  • Website is sparse and not being updated much because of the high frequency of attacks; it is being be re-hosted. The new site is under construction
  • Reminder to all Area Governors: You are the liaison between the District and clubs. Please use phone calls or face-to-face interaction when communicating with your clubs. Clubs receive enough e-mail from TI, D23, and each other.

Quality Contests (See Slides):

  • Module presented by TK O’Geary
  • Check District 23 Website for printable resources (scripts, flyers, agendas)

Division Governor Reports (See Slides)

Division A Division B Division C

Division DDivision EDivision F

  • Additional Notes
  • Consistent need among all Divisions: We need members!
  • Suggestion for you to consider from TK:
  • There are 37 members on the DEC; 37 strong, influential leaders
  • Please consider joining a low-membership club now. Give them a boost of energy so it can ripple now, rather than waiting.
  • If you consider joining, please join by September 30 – extra boost to club and will help achieve our 5,000 memberships goal!

Other Business

Speak! The Movie

  • District is contemplating purchasing 5 licenses for Division Governors to use at their discretion (training, public relations, membership building, etc.)
  • We will show the film at the District Conference, November 9th
  • Question: Is payment required to show 2-minute clip or trailer? Answer: TK to find out
    Answer: yes – can show trailer

Banners with Old Toastmaster Logo

  • Each Division received a new banner last year
  • If a club is looking to purchase a new banner…
  • A banner is normally $100
  • TI code for $20 discount on banner before December 2012!REFRESH20

Slides:

Meeting Adjourn: 10:57am Next DEC Meeting November 3rd, 2012

1