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.