District 23 District Executive Committee (DEC) September 8, 212 AC/DC All Clubs / Distinguished Clubs With ELMO (Educational, Leadership, Memberships, Officer Actions) DEC Membership: District governor, lieutenant governor education & training, lieutenant governor marketing, public relations officer, district secretary, district treasurer, area governors, division governors, plus the immediate past district governor. When invited by the district governor, those having business before the committee may attend district executive committee meetings. No others may attend. District Leadership Handbook
Agenda Call to Order, Welcome Message DG TK O Geary, DTM Focus on the Member Carl Trujillo Read District Mission All DEC Members Roll Call / Certify Quorum District Secretary Sarah Means, CC Adopt Agenda DG TK O Geary, DTM Secretary s Report (minutes) District Secretary Sarah Means, CC Treasurer s Report (expenses, vouchers) District Treasurer Wendy Amai, ACB/CL Year end Audit Report Submitted by Past DT Adam Avery, ATMG District Teams DG TK O Geary, DTM Remaining Servant Six Officer Reports PRO MaryTherese OneBear, ACB/CL Lt. Governor Marketing Jim McCabe, ATMG/ALB Lt. Governor Education & Training Linda Leazar, DTM District Governor (AG Visits, Bucket Award, District Success Plan) TK O Geary, DTM Division Reports Division F Linda Leazar, DTM Division E Charles Warner, ACS/CL Division D David Broadnax, ACS/ALB Division C Sharon Jeffers, DTM Division B Michael Carr, ACB/CL Division A Will Schmitt, ACB/ALS Contests
Carl Trujillo
Mission of the District The mission of the district is to enhance the performance and extend the network of clubs, thereby offering greater numbers of people the opportunity to benefit from the Toastmasters educational program by: Focusing on the critical success factors as specified by the district educational and membership goals Ensuring that each club effectively fulfills its responsibilities to its members Providing effective training and leadership development opportunities for club and district officers
Roll Call / Adopt Agenda Roll Call DEC Membership: 37 Quorum: 19 Present: Adopt Agenda
Minutes 6/16/212 District Executive Council Meeting June 16, 212 Albuquerque, New Mexico 1. 2. 3. 4.. 6. 7. 8. 9. 1. 11. 12. Meeting called to order at 1:4 AM, by district governor, Bay Stevens Invocation by Harvey Dove District Mission statement read by district secretary, Jeff Burdette Rollcall taken, quorum not established (need 19, 17 present) Agenda not officially adopted Minutes from previous meeting, April 2, no questions or discussion Treasurers Report by district treasurer, Adam Avery. (Treasurer presented yeartodate report.) Senior Officer Reports: District Governor, LGET, LGM Division Governor Reports presented A, B, C, D, E, F (Division D not submitted in writing. Division D (Jenny Zappone) I believe the last stats sent are up to date. I am working with David to transition Division D:o New clubs that are chartered or being chartered by June 3: o Sun City Toastmasters CLC Toastmasters David has the TLIʼs set and staffed and we are ready to spring into 212213. New Business Transition Message Bay Stevens, District Governor and TK O Geary, LGET provided a transition report Next DEC meeting, TBD Adjourn, 11:38 AM Respectfully submitted by Jeffrie Burdette District 23 Secretary
Treasurer s Report Budget: in process (need answers from TI on a few questions including travel, finishing up line item checks, need to incorporate conference budgets and answers from TI on some items) Update coming to travel page in Area Governor Smart Books (to include no rental cars, meals ) Items of note: Money belongs to TI Funds entrusted to Districts with oversight TI increasingly stringent on funds management
Vouchers Tape receipts to paper Receipts required for all but mileage vouchers Submit voucher & receipts to District Governor 48 hours after incurring expense (expenses submitted over 6 days after incurring expense might not be reimburses) District Governor and Treasurer will both sign check before mailing to you; will meet at least 2 times a month to process / sign checks Make sure your name and address are legible!
Year End Audit Conducted on August 13 Submitted to Toastmasters International on August 18
District Teams District Governor Lt Governor Education & Training Lt Governor Marketing Nominating Committee TLI Team Club Extension Team Audit Team Conference Chair (Fall, Spring) Open House Chair Credentials Chair (Team) DTM Team Club Assist (SMAC) Web Team DCP Team Dues / Officer List Assistance Team Past District Governor s Committee District Chief Judge Membership Campaign Team Public Relations Team Quality Contest Team Trade Show Coordinator Public Relations Officer Tmail team Twitter Tweeters LinkedIn Facebook team Press Release
PRO Report LIKE the Facebook page now!
Number of Clubs Number of Memberships District 23: Marketing Report ADJUSTING VISION Toastmasters = Community Growth Training to Sell Toastmasters INCENTIVES Club Membership Growth Join a Second/Advanced Club GUESTS Showcase/Open House Guest to Member Conversions 4 4 3 3 2 2 1 1 Memberships 2829 2921 21211 211212 212213 Stretch Goal Goal STRETCH GOAL New Club in Every Area HOT Texas Tech Copper Point 12 11 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Clubs WARM United Way of Las Cruces ABQ Forest Service COOL University of Phoenix ABQ Dalhart Lovington/Hobbs Young Entrepreneurs Apache Oil & Gas Bayer Crop Science 11 1 1 9 9 8 8 7 7 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2829 2921 21211 211212 212213 Stretch Goal Goal
Lt Governor Ed & Training Training Club Officers (1/2 of Goal 9) Unofficial results recordsetting (since 24!) average officers trained per club! Over 8 clubs sent 4 or more officers to training; over 2 sent 7 officers!
Lt. Gov Ed & Training 1% Distinguished Club Goal AC/DC (All Clubs Distinguished Clubs)? 9% 8% ADP already has goals! 7% 6% % 4% 3% Presidents Select Distinguished Not Distinguished 2% 1% % Last Year Now Goal
District Governor Awesome Area Governors (extended to 9/9 for online submission fix) 1% Submitted! Winner of TI Portfolio Dave Coulie (B23), Lionel Holguin (B24) so far Just need to submit 1 or 2 Justin Crapps (A11), Lisa Marron (B21), Irelanette Broadnax (D42), Jef Conn (F61), Robyne Vaughn (F62) Let s get those visit reports submitted! Bucket Filler Goes To.
District Success Plan Values Values In addition to Toastmaster values RISE (Respect, Integrity, Service, Excellence) Be of service to the communities we serve Long term strategic plan Energizing Leadership
District Success Plan Connect Across District With Guests / Members Visually (increase visual presence) Grow Fill seats in meetings Grow new clubs (increase density) In Educationals and Leadership Awards Excel All Clubs Distinguished Clubs Through ELMO
/ / / Area Governors \ \ \ Div F: Enhance Club Performance 2 1 1 2 1 1 # of Goals Achieved 1 2 14 + # of Goals Achieved Club Size: # of Members 4 GOAL: 17 112 1319 2+ # of Members GOAL: 17 8 Div Gov Linda F. Leazar Lubbock, Midland, Pecos County (TX), Eunice, Clovis, Portales, Roswell, (NM) Robyne Vaughn Jef Conn John Leazar Completed Activities or great things that happened 16 of 17 clubs have 4 officers trained, 16 of 17 clubs submitted proxies Sharon Weathers Activities for Next Period Area Governors to call clubs and encourage dues payment by 9/2 Needs / Challenges Support with an open house in Portales in Sept (a Wed evening)
# of Membreships Div F: Extend Network 2 2 1 1 17 17 21 7/1 Now Goal CLUB BUILDING HOT: Clubs almost ready to charter TTU expect to charter by 9/2 WARM: Club Demos / Discussions Nov. demo meeting for Texas Tech Business School COOL: Club Inquiries / Contacts Call about finding/starting a club in Hobbs, NM 12 1 # of Memberships 142 MEMBERSHIP BUILDING ACTIVITIES Completed Actions Lubbock started a city council to leverage marketing efforts 8 6 4 2 672 16 Now Goal Stretch Goal Actions for Next Period Midland creating an open house / demo support team Special event with Stan See, Region Advisor (in Lubbock on Biz) focus on marketing, club development Lubbock Sept. 11 Needs / Challenges Many clubs have low membership
/ / / Area Governors \ \ \ Div E: Enhance Club Performance # of Goals Achieved 1 1 1 GOAL: 12 Div Gov Charles Warner Barbara Quigley Monica Herrera 1 1 2 14 + # of Goals Achieved Club Size GOAL: 12 4 2 1 112 1319 2+ # of Members Amarillo, Canyon, Hereford, Texas; Oklahoma Panhandle Natalie Waters Completed Activities or great things that happened 9 of 12 clubs have 4 officers trained; 4 clubs with a perfect 7 8 of 12 clubs submitted proxies Activities for Next Period Area Governors to call clubs and encourage dues payment by 9/17 Needs / Challenges Helpers / assistants / coaches Steve Horrell
# of Memberships Div E: Extend Network 2 CLUB BUILDING HOT: Clubs almost ready to charter 1 12 11 1 WARM: Club Demos / Discussions Rekindle Dalhart effort 1 7/1 Now Goal # of Memberships 7 62 6 48 4 3 2 1 Now Goal Stretch Goal COOL: Club Inquiries / Contacts Former TM in Pampa wants to start a club Completed Action Actions for Next Period Meeting with Region Advisor Stan See focus on new clubs and membership building Needs / Challenges
Div D: Enhance Club Performance / / / Area Governors \ \ \ 2 2 1 1 2 2 1 1 # of Goals Achieved 16 4 14 + # of Goals Achieved Club Size GOAL: 21 1 GOAL: 21 8 8 Div Gov David Broadnax El Paso, TX; Las Cruces, Alamogordo, NM Sylvia Price Mary Brantley David Wallace Irelanette Broadnax Charles Stapler Completed Activities or great things that happened 17 of 21 clubs have 4 officers trained; clubs with a perfect 7 16 of 21 clubs submitted proxies Activities for Next Period Area Governors to call clubs and encourage dues payment by 9/17 Area Governors to conduct club visits by 9/3 Area Governors to conduct Area Speech Contests by 9/13 Clubs conduct membership drives to coincide with Smedley drive. 112 1319 2+ # of Members Needs / Challenges
# of Memberships Div D: Extend Network 3 2 2 1 21 21 26 CLUB BUILDING HOT: Clubs almost ready to charter NASA goal to charter by 9/2 Housing authority goal to charter by 9/2 WARM: Club Demos / Discussions None 1 7/1 Now Goal # of Memberships 12 194 1 8 714 6 4 2 36 Now Goal Stretch Goal COOL: Club Inquiries / Contacts None MEMBERSHIP BUILDING Completed Actions Discussed Housing Authority charter with Gateway president on 9/1 Will discuss NASA with Area 41 Governor Actions for Next Period xxx Needs / Challenges Getting the minimum 2 members needed to charter Housing Authority discussing it with Gateway president
/ / / Area Governors \ \ \ Div C: Enhance Club Performance 2 1 1 2 1 1 # of Goals Achieved 12 7 14 + # of Goals Achieved Club Size GOAL: 19 GOAL: 19 8 8 3 112 1319 2+ # of Members Div Gov Sharon W. Jeffers ABQ, Rio Rancho, Moriarity (NM) Barbara Dawson Raymond Wolfgang Completed Activities/ Great Things That Happened 18 of 19 clubs have 4 officers trained; 4 clubs have 7 1 of 19 clubs submitted proxies An AG completed all club visits; offered to be club contest test spkr Another AG already selected Area Contest TM and Chief Judge Activities for Next Period AGs: call clubs and encourage dues payment by 9/17 AGs: promote speech contests and offer to assist clubs AGs: solicit Area contest helpers from among their clubs AGs: submit remaining club visits online by 9/3 Execute excellent Contests! Begin preparing for 12/1 TLI Needs / Challenges Ideas for more robust communication methods with AGs Jen Cody Martin Mark Livingston
# of Memberships Div C: Extend Network 2 2 19 19 23 HOT: Clubs almost ready to charter None known WARM: Club Demos / Discussions None known 1 1 7/1 Now Goal # of Memberships 12 99 1 COOL: Club Inquiries / Contacts Topic for Sept 9 Division Council Meeting Completed Actions Actions for Next Period Brainstorm with AGs on Division C Open House opportunities 8 6 4 2 13 684 Now Goal Stretch Goal Needs / Challenges Club disbanding; members going to another club (benefit: it will, will boost) Patience Energy!
Div B: Enhance Club Performance / / / Area Governors \ \ \ 2 1 1 2 1 1 # of Goals Achieved 7 12 14 + # of Goals Achieved Club Size 3 GOAL: 19 GOAL: 19 8 8 112 1319 2+ # of Members Div Gov Michael S. Carr Albuquerque, KAFB Lisa Marron Dave Coulie Picture not available Completed Activities or great things that happened 1 of 18 clubs have 4 officers trained; 4 achieve Perfect 7 1 of 18 clubs report at have at least one DCP goal achieved Area 23, 24 AG reports completed, Area 21 accountable Open House Event(s) Held (Journal Center) Activities for Next Period Area Governors to call clubs and encourage dues payment by 9/17 Area 22 focus for AG Visits, TI recording Working with AG Contest Planning Open House Event(s) Scheduled (Midday Madness) District Level Support Membership, Servant 6, Getting Word Out Needs / Challenges Assistant Div. Gov, Assistant AG s for Area 22,23 Committee Volunteers Contest, TLI, etc. Larry Luna Lionel Holguin
# of Memberships Div B: Extend Network 2 2 1 1 19 19 23 CLUB BUILDING HOT: Clubs almost ready to charter Nothing to report WARM: Club Demos / Discussions Open Houses GREAT JOB By Journal Center, need more attendance Marketing, Rallying? 7/1 Now Goal COOL: Club Inquiries / Contacts Nothing to report 12 # of Memberships MEMBERSHIP BUILDING Completed Actions Attend, support one open house 1 8 6 4 684 99 Actions for Next Period Attend Midday Madness Open House Work with District on marketing strategy awareness campaigns (e.g. Radio Station Opportunity). Enhance Division level communication flow down AG, Club Level Planning of Jump Start TLI High Profile Attendee or TWO? 2 13 Now Goal Stretch Goal Needs / Challenges Ways to find get more attendees at Open Houses
/ / / Area Governors \ \ \ Div A: Enhance Club Performance 12 1 8 6 4 2 12 1 8 6 4 2 # of Goals Achieved 8 3 14 + # of Goals Achieved Club Size GOAL: 11 GOAL: 11 4 2 112 1319 2+ # of Members Div Gov Will Schmitt Santa Fe, Los Alamos, Espanola, Farmington, Gallup (NM) Completed Activities or great things that happened 6 of 11 clubs have 4 officers trained; 1 club with a perfect 7 7 of 11 clubs submitted proxies Power Talkers grew by four members in the last three weeks, meeting its first membership goal, bringing club membership to 2 Activities for Next Period Area Governors to call clubs and encourage dues payment by 9/17 Needs / Challenges Bill Morgan Justin Crapps Felecia Schreier
# of Memberships Div A: Extend Network 1 12 9 6 3 11 11 14 7/1 Now Goal CLUB BUILDING HOT: Clubs almost ready to charter WARM: Club Demos / Discussions Area 11 grew by one club last season. Possibility on a new club forming in Area 13 COOL: Club Inquiries / Contacts Spanish Speaking Club 7 6 4 3 2 1 # of Memberships 62 374 Now Goal Stretch Goal MEMBERSHIP BUILDING Completed Actions Actions for Next Period Ramp up club promotion Needs / Challenges General membership needs to be more active in club promotion across the Division. Clubs need stronger leadership with Smedley membership drive. Websites need to be created for several clubs and for those with websites, webmasters need to update sites on a regular basis.
Contests Separate presentation
District Conference November 911, 212 Sheraton Uptown, Albuquerque, NM Registration to be available next week Contests: Tall Tales, Evaluation Speak, The Movie (Friday night) Educational Sessions / Speakers to be finalized soon (Conf Chair, Educational Chair, LGET, DG)