Monthly Archives: April 2017

Spring District Council Meeting

Spring District Council Meeting

Greetings, fellow Toastmasters!

Saturday, May 13th is our District 68 Spring Conference at the Wyndham Garden Hotel in Lafayette!  I hope that you all have registered and are planning to join us.

From 9:30 to 11:00 AM on the day of the conference, we will hold our spring business meeting of the district council.  (Note: You do not have to be registered for the conference to attend only the business meeting, however, you should plan to arrive no later than 9:15 AM to check in with the credentials desk.  For those attending the full conference, the credentials desk will be open from 7:00 to 8:00 AM.)

Perhaps the most important item on the meeting agenda is the election of the 2017-2018 District trio and Division Directors.  This year’s District Leadership Committee (DLC), made up of Bryan Jolley (Chair), Jeff Harris, Billy Jackson, Kimberly Boyd, and Rebecca Arnett, worked very hard for many hours to determine eligibility of interested parties, conduct interviews, and select the best candidates for each role.  We are very appreciative of the DLC’s efforts.  They have presented to me the official list of nominees as follows:

District Director
Mohamad Qayoom

Program Quality Director
Anne Svaty

Club Growth Director
Chic Miller
Dave Reid
Katie Rigsby

Division A
Alfred Doucette

Division B
Mike Cragin
Tammy Freeman

Division C
Chic Miller

Division D
Chic Miller
Artemis Preeshl
Katie Rigsby

Congratulations to all the nominated candidates and special thanks to all who stepped up and participated in the interview process.  More information on each of the nominees will be provided within the next couple of weeks.

The draft agenda for the full meeting is provided below.  (Links to items for review will be sent at a later date.)

DRAFT AGENDA
1) Review of District Mission
2) Presentation of Credentials Report
3) Approval of Minutes from Fall District Council Meeting
4) Presentation of Audit Committee Report
5) Presentation of Financial Report
6) Election of District Trio and Division Directors for 2017-2018 Toastmasters Year

At the district council business meeting, each club president and vice president education in attendance is entitled to one vote. However, if either or both officers cannot attend, they may designate, in writing, any other active member of their club to act as a proxy or proxies for their club by using the District Council Meeting Proxy Form.  (Please email completed proxies to Tina Guillot, dd@d68tm.org, or have your proxy holder provide the form to the Credentials Chair, Rebecca Arnett, IPDD, prior to the meeting.)  No other proxies are valid at this meeting, per District Administrative Bylaws Article X: Council Meetings, Quorum, Proxies, and Voting, Sections (d) Proxies and (e) Voting:

“In the event one of those officers is not in attendance at the meeting and has not designated, in writing, an active individual member of the club to act as his or her proxy at such meeting, the officer or proxy holder in attendance shall be deemed to hold the proxy of the other and may therefore cast two votes at such meeting.

“Each member of the district council in attendance at a council meeting, or his or her proxy as authorized by subparagraph (d) hereof, is entitled to one vote. Any active individual member who carries the proxies of both the club president and vice president education from a member club is entitled to two votes; and any such individual member who is also entitled to a vote as a member of the district executive committee is entitled to three votes. All other members of the district council shall be limited to a maximum of two votes.“

If you have any questions at all, please don’t hesitate to reach out to me.  I’m always happy to help.

Sincerely,
Tina Guillot, DTM
District 68 Director

Spring Conference News

Spring Conference News

Greetings, fellow Toastmasters!

Saturday, May 13th is our District 68 Spring Conference at the Wyndham Garden Hotel in Lafayette!  I hope that you all have saved that date and are planning to join us.  Here are some specifics you won’t want to miss!

Registration… Early Bird pricing ends on April 17th.  The first 50 Toastmasters members to register will be entered in a drawing to win a $395 worth of leadership class and coaching session by Ed Tate. We are approaching 50 registrations fast.  Click here to register.  Also, don’t forget to call the Wyndham and reserve your room.

Silent Auction Basket Request…  All District 68 Clubs are requested to participate in creating a gift basket to be auctioned off at the spring conference, May 13th. The money raised from the auction will help offset the cost of hosting of conferences.  Clubs are encouraged to be creative in your gift basket design.  The “gifts” can be items donated by local stores and businesses. Click here for a list of gift basket themes that a club can choose to make or come up with your own crazy basket.

Banner Parade Videos Needed… We are excited to have a Virtual Parade of Banners at our Spring Conference Please consider submitting a video of your members and your club banner.  For more information, watch the video of Conference Chair, Annie Svaty, and click here for specific instructions. Also included below is a sample video from one of our clubs.

Annie’s Instructions
Sample video from Celebration Kenner Toastmasters
If you have any questions at all, please don’t hesitate to reach out to me.  I’m always happy to help.
Sincerely,
Tina Guillot, DTM
District 68 Director

Trio Tribune Issue 6

Trio Tribune

Greetings, fellow Toastmasters,

Below are some updates from the trio about what’s happening around the District.  As always, if you have any questions, don’t hesitate to reach out.
FROM DISTRICT DIRECTOR, Tina Guillot, DTM

District Council Meeting… Our spring business meeting of the District Council will be held during the conference on Saturday, May 13th at 9:30 AM.  This is an important meeting as we will be electing next year’s District Trio and Division Directors.  Every club in good standing will have two votes.  Officers of clubs that will not be represented at the meetings should prepare to submit proxies.  More information will be sent out regarding this soon.  Note that you do not have to be registered for the conference to attend ONLY the business meeting, however, you should plan to arrive early to check in with the credentials desk.

Club Finances…  Since taking office as District Director, I have been shocked by a few stories I have heard about the mishandling of club funds (undocumented purchases, major purchases without the permission of the membership, dues being collected but not paid to WHQ, cash being deposited in personal accounts and not tracked, etc.).  Fortunately, as I noted, these stories are few, but I felt with the renewal period upon us, the time was right to share a gentle reminder.  As Club Officers, we are .entrusted with overseeing the operations of our clubs in accordance with Toastmasters policy and protocol.  The Club Treasurer’s responsibilities (taken from the Toastmasters.org website) are as follows:  “You are the club’s accountant. You manage the club’s bank account, writing checks as approved by the executive committee and depositing dues and other club revenues. You are also in charge of submitting membership-renewal dues to World Headquarters (accompanied by the names of renewing members), filing necessary tax documents, and keeping timely, accurate, up-to-date financial records for the club. Though the treasurer’s duties are usually not the most demanding of all the club leadership positions, the consequences for members can be serious when they’re not completed accurately and on time. Stay current on all new developments via The Leader Letter and the announcements published on the Toastmasters website.”  Click here for some information on proper use of club funds and please contact me if you have any questions.

Contest Rule Changes… It’s contest season! Mohamad will be sending out some information regarding upcoming contests.  In the meantime, please click here to check out the latest rule changes.  One noteworthy change is the use of an Evaluation Notes Form.  This new form has been created for evaluation contestants to use during the five-minute preparation time. This form ensures consistency and fairness by standardizing the materials contestants can use to prepare.

Membership Renewals… The deadline to pay dues for the April through September membership period is March 31st.  Please note that there is no grace period.  Clubs should begin collecting dues now.

FROM PROGRAM QUALITY DIRECTOR, Mohamad Qayoom, DTM

Harmony Strong and Passport Challenge…  Drum Roll… We’re in the last two months of the “Visit a Club” challenge. Did you know:  (1) If you win the club challenge, Harmony-Strong, your club gets $100.00 TI dollars / a trophy / bragging rights?  (2) If you win the individual challenge, Passport, you win an educational package that includes a coaching session with World Champion of Public Speaking Ed Tate – Yes – Ed Tate – valued $395.00?  Challenges end April 30th.  All signed forms must be submitted to Annie Svaty by April 30th.  Visit the District Awards page of the District 68 website to learn more!

Silent Audtion Basket Request…  All District 68 Clubs are requested to participate in creating a gift basket to be auctioned off at the spring conference, May 13th. The money raised from the auction will help offset the cost of hosting of conferences.  Clubs are encouraged to be creative in your gift basket design.  The “gifts” can be items donated by local stores and businesses. Click here for a list of gift basket themes that a club can choose to make or come up with your own crazy basket.

Banner Parade Videos Needed… We are excited to have a Virtual Parade of Banners at our Spring Conference Please consider submitting a video of your members and your club banner.  For more information, watch the video of Conference Chair, Annie Svaty, and click here for specific instructions.

20170319 - Banner Parade Request
Annie Svaty, Division A Director and Spring Conference Chair
FROM CLUB GROWTH DIRECTOR, Joel Dawson, DTM

Corporate Club Leads… We recently received from our Region 8 Advisor, Subbi Mathur, a list of corporate clubs worldwide along with the sponsoring corporations.  The thought is that if these organizations have local offices, we may be able to help those local offices form new clubs.  If you’re interested in helping us follow up on these potential leads please email me.  This is a great opportunity to learn more about club development and the charter process.  I look forward to hearing from you!
Please let us know if you have any questions about the above.

 

Sincerely,
Tina Guillot, DTM
District 68 Director