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Minutes of the District 72 Semi Annual Council Meeting8 November 2014, the Copthorne Hotel, Tau Henare Drive,

Paihia, Bay of Islands

Those present (see Appendix A)

1 Call to order and welcomeDistrict Sergeant at Arms Officer John O’Leary announced the Semi Annual Council meeting and warmly welcomed all present and requested all cell phones be turned off.

District Governor Kingsley Moody then called the meeting of the Toastmasters International District 72 Semi Annual Council to order at 1:12 pm and extended a warm welcome to all delegates and members present. He also extended a warm welcome to non-Toastmaster members who were present.

Meeting officialsThe business meeting officials for this meeting were:Timers: Darryl Rolleston and Dale AdamsonBallot counters: Sharon Gordon Claire Meginis, Julie Romente and Miranda FriendChairman of Ballot Collectors and Counters: PDDG Joy Ackrill DTM Parliamentarian and Chairman of Credentials Committee: PDDG Chrissy Meyer DTMDistrict Governor Kingsley thanked all those people named for their dedication and effort both leading up to and including the Council meeting.

2 Mission StatementLieutenant Governor Education and Training Carol Mitchell read the Mission Statement.

3 Speaking rightsDistrict Governor Kingsley explained voting and speaking rights along with the associated timing.Only Club Presidents, Vice Presidents Education (or their proxies) and District Officers have voting rights at this meeting.

Under Toastmasters International Policy, District Governor Kingsley extended speaking rights to all Toastmasters present. He also explained how discussions should be conducted, and advised that priority would be given to Toastmasters carrying ballots.

4 ApologiesDistrict Secretary Toni reported the apologies (refer Appendix B).

“That the apologies be accepted.”Moved: Steve Preston, Wellington

ProfessionalSeconded: Pauline Carr, Area J3

CARRIED

5 Confirmation of QuorumDistrict Parliamentarian Chrissy thanked her helpers at the Credentials desk. They were:

Alan Holloway DTM, Area D8 GovernorJonathan McDonald ACB ALB, Area F2 GovernorPauline Wood CC CL, Area F3 GovernorFiona Hodge CC ALB, Area G5 Governor

Maya Beddie-Geiser ATMG ALB, Area J4 Governor

Joy Ackrill DTM, Past Distinguished District Governor was also thanked for her assistance prior to the meeting.

Minutes November 2014 District Council Meeting Revision 1

A quorum for a District Council Meeting is one-third of the Club Presidents and Vice Presidents Education. The District currently has 267 clubs, making 534 votes. One-third of this is 178 votes. District Parliamentarian Chrissy confirmed there were 224 club votes present and declared a quorum.

The District Executive currently has 57 Area Governors, 9 Division Governors and 7 senior officers – making a total of 73 members. There were 50 District Officers present.

The total number of votes available was 274. A simple majority was 138 votes and a two-thirds majority was 183 votes.

6 Changes to and Confirmation of AgendaDG Kingsley added changes to officer titles as announced by TI and added this to the agenda under item 12.6.

7 Minutes from the District 72 Annual Council Meeting 10 May 2014The minutes of this meeting had been published on the District website.

PDDG Murray Coutts raised a point of order – That District Procedures and District Administration Procedures require that all motions and all items to be considered are on the website 28 days prior to the meeting. That was not complied with. Some went up 21 days and some went up even later. Normally in this case each one would have to be voted on with a 2/3 majority, however, to clear things up and to save time he suggested an omnibus motion. That we approve by 2/3 everything that was published on the website by the beginning of the week.

“That all motions and items of business for this meeting that were posted on the District website by 1 November be approved for consideration at this meeting”

Moved: PDDG Murray Coutts DTM Seconded: Pauline Wood, Area F3

CARRIED

Corrections to the minutes There was one correction. PDDG Murray Coutts DTM spoke in relation to item 4.2 on page 7 of the minutes. He specified that this item was a motion in relation to the District Awards that was moved by himself that had been recorded incorrectly. Murray specified that his wording, as verified by himself following review of a tape recording, was “that the awards motion as printed on the website be approved”. He checked with the past District Secretary who was seconder to this motion that she believed this was the motion she was seconding which was confirmed however, Murray felt that some members of the top table may have felt that this motion was not approved at that time. Murray Coutts recalled that the Chair at that meeting did not restate the motion to the meeting before it was put. He specified that it is not what the chairperson of this meeting thought was being passed but in fact what the main body of the meeting thought was being passed. He requested that the minutes be adjusted to reflect what actually happened whereby a whole new set of District Awards was approved.

DG Kingsley clarified for the benefit of the meeting that there was a procedural issue in that the official record as published of the particular business at that meeting says one thing and Murray was adamant that what he intended, and what he believed, had been agreed to was a different thing. Kingsley clarified to the meeting that what we currently have is a major update of our District awards. The difficulty that some attendees had with the set of proceedings at that particular meeting was that Murray was presenting a report which incorporated a lot of recommendations. Those recommendations have not yet been given the opportunity of being debated. Since that meeting the District Administration team has established the need to further debate the individual recommendations from the report and this is still a work in progress.


DG Kingsley noted that this issue be raised as a significant difference in the way that the minute was recorded in May and suggested that we put it to one side at the moment to sort out how it is to be dealt with while work is still being done on the appendices contained in the published District Procedures still current on the District website.

Area F2 Governor Jonathan McDonald asked if it were possible to rescind the minuted motion and reconsider the motion Murray believed he had moved. DG Kingsley thanked Jonathan for his attempt to clarify the situation but identified it was not possible for this motion to be put.

PDDG Joy Ackrill, Turbine Talkers, said that it was her understanding that it was adopted at that meeting however she did not have the benefit of a recording or any other way of confirming this. She indicated she understands there is a difference of opinion as to whether that happened. What we are doing here is deciding if the minutes are correct or not. There is some doubt as to whether the minutes are correct and given that, she suggested that the top table needs to decide whether to accept the correction to the minutes and then the meeting needs to decide whether to approve the minutes being corrected or to be left as they are.

DG Kingsley thanked Joy for her clarification.

PDDG Alun Chisholm, Orion Health, confirmed that he had taken a recording of the meeting and confirmed that Murray’s recollection of this was correct as reviewed by himself from that recording.

Past District Secretary Penny Coffey told the meeting that she had taken notes during the meeting as well as recording it. She noted that she had since passed the digital recorder on to the current secretary. She recollected that she went over the motion several times, word for word, to ensure accuracy before passing on to the District Governor and District Parliamentarian to double check as well. Given her thorough process she was unable to explain how this could not have been recorded correctly.

Marlene Krone, Silver Service, offered a solution to resolve this. That the minutes be accepted subject to this particular issue being sorted. This would be done by going back, correct it and then the correction comes to the next meeting as an amendment to this point in the minutes. She noted this is a common procedure in the public arena.

DG Kingsley confirmed that we record that there is a difference of opinion that is to be taken away, worked on and then provide proper notice of how this will be dealt with prior to our next meeting. He noted that this decision may be felt as unsatisfactory to some but he indicated he also felt that a hasty decision on this should not be made today.

PDDG Murray Coutts in his right of reply noted the history of this item. A general committee made up of PDDG Steve Bullock, Parliamentarian at the time Laurel Frances and Judy Love. This team had done some work at the time but did not have the report completed for the council meeting. Murray was then given the role of putting the report together and then took it to the November 2013 council meeting. Due to not enough delegates at that meeting having read the document it was deferred to the May 2014 Council. Murray gave formal notice of motion that at the May 2015 District council meeting he will move the exact motion that was moved, as specified prior, in May 2014. He strongly noted that if nobody debates a point then the assumption will be that everyone agrees with the point in mention. He pleaded with everyone to have read the motion prior to the May 2015 meeting.

“That the minutes of the District 72 Council Meeting of 10 May 2014 noting the difference of opinion over the District Awards motion are taken as read and confirmed.”


Moved: Terry Cave, Area E10 Seconded: Andrew Elphick, Westport

CARRIED

7.1 Matters arising from the minutesThere were no matters arising.

8 CorrespondenceDistrict Secretary Toni advised that no items of correspondence had been received.

9 Urgent Business

9.1 Confirmation of Officer ResignationsDistrict Governor Kingsley announced the officer resignations since the District 72 Council Meeting on 10 May 2014: Refer Appendix C

“That the District 72 Council accepts the resignations of the officers as listed.”Moved: Christine Alcott, Division H

Seconded: Anna McDonald, AcademicCARRIED

9.2 Confirmation of Officer AppointmentsDistrict Governor Kingsley announced the following officer appointments since the District 72 Council meeting held on 10 May 2014: - Refer Appendix D

“That the District 72 Council approves the appointments of the officers as listed.”Moved: Joan Hook, Eden-Epsom

Seconded: Timothy Law, Business BreakfastCarried

DG Kingsley congratulated and warmly thanked all volunteers for stepping up to District Officer level.

9.3 Confirmation of new clubs into areasDistrict Governor Kingsley confirmed the placement of the three clubs recently chartered into the following areas:

Kororareka Toastmasters – Area F7Pipitea Toastmasters – Area E10IPc Toastmasters – Area J2

DG Kingsley warmly thanked all those who worked so hard to get these clubs chartered and also thanked and encouraged those currently working to establish new clubs.

10 District Treasurer’s Reports

10.1 Financial Statements for the year ended 30 June 2014District Treasurer, Sarah Bate, presented the Audited financial report for the year ended 30 June 2014 with the following comments.

The financial accounts had been audited and the audited report had been submitted to and accepted by Toastmasters International. DT Sarah noted that the setting of budgets was not always easy given that there is a change of one or two members in the Trio each year. This was considered to be a successful year in comparison to the previous year. Careful cost control meant that District 72 finished the year significantly under budget. Thanks and congratulations were given to all District Officers for managing costs so efficiently. Due to amalgamation of all accounts now Division accounts will not show


separately on reports however Divisions and Areas are still being tracked separately. Sarah also noted that the Bay of Islands convention was going to be successful.

“That the audited financial statements for the year ended 30 June 2014 bereceived.”

Moved: Sarah Bate, District Treasurer Seconded: Ellie Young, IPDG

CARRIED

There was no discussion.

“That the District 72 audited financial statements for the year ended 30 June 2014 be adopted.”

Moved: Jonathan McDonald, Area F2 Seconded: Nathan Saminathan, Area A5

CARRIED

DG Kingsley extended a sincere vote of thanks to Sarah Bate and the District Audit team lead by Peter Scholtens for their hard work and having the financial documents filed on time.

10.2 Budget for the year ending 30 June 2015District Treasurer Sarah presented the District 72 budget for the year ending 30 June 2015 with the following comments.

WHQ set the membership revenue target each year and District 72 is currently outperforming this figure. In the past each club was asked to pay a per head donation for members to assist in covering Division and Area expenses. WHQ have indicated the donation practice is not acceptable so alternative funding options had to be considered. TI have indicated that a District service charge, bulk funding proposal would be acceptable as long as it is not called a donation. This service charge will be invoiced to clubs and will need to be GST inclusive. At this stage, based on Division and Area running costs, the per head figure is likely to be around $10.00 + GST per member though this is not yet confirmed. The Trio is still working on the mechanics of this due to some Divisions having a door charge to attend conferences. We were reminded that the budget is, and will continue to be, a live document and not set in stone. The recent conventions have been marketed very well resulting in higher numbers in attendance and have come up with a surplus from both the Palmerston North and Christchurch conventions. Sarah personally thanked the committees of the Bay of Islands and Waipuna Conventions for submitting accurate timely budgets. Overall District 72 is still running at a deficit however this is much lower than was forecast at the Palmerston North Convention last year due to good strong cost controls and the bulk funding idea with clubs.

“That the District 72 budget for the year ending 30 June 2015 be received.”Moved: Sarah Bate, District Treasurer

Seconded: Jane Atkinson, Division A GovernorCARRIED

Discussion followed.

Rob Julian, Ohariu, asked why NZ have to comply with USA tax laws. Sarah explained that due to TI HQ being domiciled in California USA their tax laws also apply to us.

Murray Coutts, Silverdale, re budgeted expenditure on marketing – sought assurance from the Trio that the current year’s budget, when compared with last year’s budget that did not achieve Distinguished District status, will enable the District to meet Distinguished status this year. LGM David Templeman reported that at this stage as at the 1st of


November we were already at 3% of our growth target which is right on the goal. David noted that this year the marketing budget is being spent in ways that are a lot more targeted as with the Kia Ora magazine. He also noted that when there is less money coming in all are required to take a hit on their budgets. He indicated all the marketing budget would be spent this year and he was confident of membership targets being met.

Joan Hook, Eden-Epsom, indicated that while she understands the reasoning behind the change in the Area and Division accounting requirements, she expressed concern at the proposed District Service fee noting that some clubs with low membership may not be in a financial position to pay if they were charged. Joan asked if the Trio would set the figure in concrete or if there will be further discussion around this.

DT Sarah pointed out that in previous years the per head figure across the Divisions ranged from $5.00 to $12.00. She also noted that although the donations were being collected by clubs that some Divisions were not spending that money. In this new model the cash flow will be efficiently used however to ensure operational function the figure of $10.00 has been budgeted for at this time. Sarah noted Joan’s point that between Divisions this figure may need to differ and she understands the Trio were working through that process.

DG Kingsley noted that this is a year of transition between models and extra feedback had been forthcoming from the Exec Committee the previous evening which was also going to be taken into consideration. He noted that we need to adapt to the current circumstances and requested patience and understanding while this process is taking place. He also specified that in essence this was simply a change of name from Donation to Service Charge, in order to comply with TI regulations. More detail will be forthcoming.

Timothy Law, Business Breakfast, asked if the Service Charge would be $10.00 overall for members with duel membership or if it would be per head for each club they were a member of. DT Sarah noted that under the Donation model clubs did pay for each club member and that she is not expecting this to change. She also pointed out that Tim was a member of a Division that only charge $5.00 per head per club and also had a door fee for conferences. She expects that there will be an adjustment considered in this regard.

Steve Preston, Wellington Professional, noted that under the donation model payment was not always forthcoming and he asked if under the new Service Charge model this payment would be enforceable. Sarah clarified that she thought the idea would be to strongly encourage clubs to pay. DG Kingsley noted that in speaking for this administration only, that it was not intended for debt collectors to be sent should the account not be paid.

Andrew Elphick, Westport, asked how clubs could work individual budgets in order to cover the extra cost for the Service Charge. Sarah noted that clubs should have had provision in their budget made under the Donation model. She noted that Kingsley and her posted information on the District website in July that Division and Area Governors were asked to refer clubs to regarding forthcoming financial expectations. Since that time the Service Charge model has been developed. DG Kingsley reminded everyone again that this is a year of transition and that as long as clubs pay the per head cost they budgeted for that will be acceptable.

Joy Ackrill, Turbine Talkers, asked on what basis the figure of $10.00 was set. DT Sarah clarified that this figure was based on a combination of things. Last years’ budget was closely investigated, in-coming officers were asked for feedback based on the previous years’ figures to configure their own area and division budgets, the “wish list” was also taken into consideration along with the proposed deficit and as a result shrunk the expenditure to reduce the proposed deficit. Joy asked how last year numbers has compared with prior years. Sarah explained that in the last few years accounting systems had been changed rendering it difficult to extract detailed, useful information further than


around 3 years back. Sarah also noted that with the annual change in the Trio there was some inconsistency around different thoughts and different emphasis on expenditure which makes it hard to obtain meaningful comparisons year after year.

Graeme Hunt, Area C1, asked what he should tell his clubs regarding the $10 Service Charge when they are currently paying entry fees to contests. Will clubs still be expected to pay entry fees to contests and what will the $10.00 cover at District? DT Sarah said that at this stage, due to some Area’s and Divisions charging entry fees to contests as they were requested in July, each Division per head cost will be looked at to establish what the cost will be for that division for the balance of this year. The past 3 months records will enable the figure to be fairly and reasonably based. Graeme asked if Clubs should still pay an entry fee to contests. Sarah indicated that it would be less complicated if an entry fee was not charged and the Service Charge was implemented in its place. Sarah also reminded all that this is a transition year and the establishment of the different models is still working through processes. At the September Exec meeting the model the Trio proposed was not liked by the District Officers hence the requirement for change.

Marlene Krone, Silver Service, thanked Sarah for a detailed and transparent set of accounts. Marlene asked why the budgets for the Trio differ when all travel at the same time. DT Sarah explained that the costs differ due to the locations the trio lives in compared with where the trainings are being held. She noted that this budget also covers the Trio’s 2 sets of trainings at the International convention in August and again at the mid-year training in January. Marlene expressed concern at the lower membership budget as set by TI. She asked if the methodology for the setting of this budget by WHQ was known. Sarah indicated that this specific reasoning was not known however there was thought that it may be related to the exchange rate. Sarah identified that we are currently tracking ahead of TI expectations and that she felt all would balance again by next year. IPDG Ellie Young clarified that the dollars we are asked to achieve is based on our membership. Due to our membership target last year not being met we were re-evaluated based on the number of clubs and potential we have.

PDDG Murray Coutts added to Ellie’s clarification and noted that during Ellie’s year our membership numbers actually increased. Murray then expressed his concern at the club Service Charge not being set until this time. He noted he set his club budget in June for the 2014-2015 year and sought assurance that the figure for the next TM year be set prior to the end of this current year. DG Kingsley affirmed this would be done and that he assumed that the next administration would be including this in their financial guidelines for next year.

Jonathan McDonald, Area F2, asked for a point of clarification in that once the Service Charge is received by District, how would it then be allocated. DT Sarah informed that with the new model moving away from the specifics of area and division accounts all funds would be located in the central District pool. She explained that the current donations still allocated to specific area and division accounts will be used to cover expenditure in those area’s until the funds have been exhausted. The District Service Charge will be administered from District level. A large chunk of this is allocated against all speech contests whether they are Area or Division. This central funding system will be much easier to administrate due to District 72 being such a large District.

DG Kingsley assured all that their thoughts and concerns would be taken into consideration henceforth.

“That the District 72 budget for the year ending 30 June 2015 be adopted.”Moved: Jonathan McDonald, Area F2

Seconded: Marlene Krone, Central ParkCARRIED


DG Kingsley thanked Sarah for her prolonged discussion and for the hard work put into her very clear and concise report.

10.3 Amendments to District 72 Procedures – DP9 FinancesDistrict Treasurer Sarah presented the amendments as published.

Sarah noted that since the publishing of this report there was one item that did not read as clearly as it should. She noted that item 2B requires amendment to read:

“Prior to an item being submitted to the District Governor for his or her approval, and then on to the District Treasurer for actual payment, if it is a dispersement against Division and Area budgets then the Division Governor must approve the dispersement”

GD Kingsley clarified that only TI can set policy, this is not set at District level. He noted that all information shared in relation to change in this regard is to do with District Procedure.

“That the amendments to the District 72 Procedures – DP9 Finances be received”Moved: Celina Templeman, Spreydon Seconded: Rae Clark, MITe Speakers

CARRIED

Discussion followed:

Alistair Munroe, Speechcraft Auckland, noted a time discrepancy between items 7 & 8. DT Sarah thanked him for pointing this out and said she would fix it.

PDDG Murray Coutts specified that given there is an expectation for all Area Governor’s to be announced at the May Convention it would give them 2 months to put a budget together by the 10th of July. He suggested that time frame was quite reasonable so if the incoming District Governor did what was required to have a full slate of Area Governors in place then the 10 th of July date is very realistic.

GD Kingsley thanked Murray for his comment and noted that this would be great in the ideal world however the reality is that Area and Division Governors do not really know anything about the financial requirements until they take part in their June training sessions. For those who have training late in June it does not leave a very big time frame from the conclusion of training until the 10th of July. DT Sarah noted that all Division Governors were given a fully populated cashbook from the previous year at the June training.

That had been completed until the end of May. She noted that part of the reason the 10th of July was removed from the Procedures was that no one was able to submit budgets in this time frame.

“That the District 72 Procedures – DP9 Finances, noting that the minor wording amendments bought to our attention by DT Sarah be incorporated in the final published Procedures, be adopted”

Moved: Rob Wightman, Division F Seconded: Charlie Turner, Division C

CARRIED

DG Kingsley thanked Sarah very much for her attention to the detail and the hard work she had put in on this document.


11 District Officer Reports

11.1 IPDG ReportIPDG Ellie presented her report and then encouraged all to consider the nominations for the 2015-2016 District Officers. She noted the current team is doing an excellent job and reemphasized the importance and value of having early nominations in for successors.

“That the report from the IPDG be received.”Moved: Ellie Young, IPDG

Seconded: Paulette Boys, ScarfiesCARRIED

11.2 Report of the District Governor (including LGET, LGM, PRO, and Division Governors)DG Kingsley noted that his report was available on the website and acknowledged that it had not been there for long so read it to include all present. He noted the report should be read in conjunction with the other published reports. Kingsley noted that he was proud to see so many of our district members at the KL convention in August to take part in the first International Convention outside of North America. He was honored to carry the NZ flag in the opening ceremony which is a role not all District Governors around the world are able to do. The District Trio conducted interviews with all of the International Officer and International Director candidates prior to the convention. They also attended the Candidates Showcase prior to the elections and undertook two days of face to face training for Senior District Leaders. This training not only provides valuable information and leadership tools but is an opportunity to network with the other leaders from around the world. Kingsley informed us that his vision for the District this year is that every member achieves at least one educational award, every club is at least distinguished, every Area is at least Select Distinguished and every Division is Presidents Distinguished. If this happens, it will enable the District to also be distinguished. Kingsley reported that the District was currently on track to achieve all the milestones that make up the Toastmasters program year and will lead to the realization of this goal. At this date over 440 educational awards had been registered with a special mention to the 12 members who had achieved DTM’s. The first round of CLT was well completed and Kingsley noted that it was pleasing to see many clubs taking the opportunity to achieve more than the minimum requirement. Area and Division conferences had been conducted to a high standard and three new clubs had been welcomed into the Toastmaster family and he again congratulated the teams who had bought these clubs to life. Kingsley gave thanks to the many, many dedicated Toastmasters in the District who are serving you and I, the Toastmaster members, in leadership roles, whether they be District Leaders, Club leaders or quietly mentoring other members of our clubs. Kingsley concluded his report by saying it was a great privilege to lead this District.

Reports from the LGET, LGM, PRO and Division Governors had been published and made available to all clubs and officers. While they are usually incorporated into the District Governor report, an opportunity was available for the council to ask questions arising from those reports.

“That the reports from the District Governor, LGET, LGM, PRO and Division Governors be received.

Moved: Penny Coffey, CivicSeconded: Anna McDonald, Academic

CARRIED

Comment followed.

Bjorn Sinonsen, Hibiscus Coast, made the suggestion that the “I” in Kingsley report referenced as “You and I” should be changed to read “You and me” Kingsley thanked him for his clarification.


There was no further discussion.

“That the reports from the District Governor, IPDG, LGET, LGM, PRO and Division Governors, as circulated, be adopted.”

Moved: Pauline Wood, AcademicSeconded: Arianne Kracke, Spark Speakers

CARRIED

12 General Business

12.1 Historical PublicationPast District Governor Denis McCord officially presented the historical publication which had been published subsequent to the last Council meeting. Denis gave a brief overview of the book and what processes had taken place to complete it. He noted that the book is available through District Supplies at the cost of $25.00. Enough tantalizing information was shared to encourage members to purchase the book in order to fill in lots of gaps. Denis gave special thanks to PRO Neil Stichbury for his assistance in editing the publication and he also sincerely thanked his wife for the patience she showed him throughout the writing process whereby the lounge and one bedroom were overtaken with TM magazines for an extended time. Denis also acknowledged and gave thanks to the prior leaders.

On behalf of the District, Kingsley offered a heartfelt vote of thanks to Denis for his perseverance, hard work and efforts and also to Denis’s wife Carol for her patience throughout this process which took much longer to complete than was initially envisaged.

12.2 Awards Review UpdateIPDG Ellie noted that she and Kingsley were still working on firming up recommendations regarding the awards. She acknowledge the hard work put in by Murray and his team which has started to make sense of the overall project. Ellie however suggested that given the current situation with the review process that she and Kingsley work in conjunction with Murray and his team to reach a sensible conclusion. She reminded us that these awards are about our members and they are the ones we are working to serve. Ellie suggested that this item be deferred.

12.3 Convention Bids for May 2016LGET Carol confirmed that she had received a bid for the May 2016 Convention from Rotorua and that it was in order.

“That the bid from Rotorua as the venue for the May 2016 Convention be received”

Moved: Richard Perkins, Division DSeconded: Joy Ackrill, Turbine Talkers

CARRIED

Discussion followed:Penny Coffey, Civic, sought confirmation as to the venue for this convention due to the last convention held in Rotorua having insufficient room. LGET Carol confirmed that the venue for this convention was the Distinction Hotel and that there would be more than enough room.

“That we approve Rotorua as the venue for the May 2016 Convention”Moved: Pauline Carr, Area J3

Seconded: Frank Philips, Area H1CARRIED


12.4 Convention Bids for November 2016LGET Carol confirmed that she had received a bid for the November 2016 Convention in Invercargill and it was in order.

Charlie Turner, Division C, informed all that the venue for this Convention was the Ascot Park Hotel complex and that it had a capacity of 600.

“That the bid for Invercargill as the venue for the November 2016 Convention be received”

Moved: Charlie Turner, Division CSeconded: Lyn Harris-Hogan, Nelson

CARRIED

Comment Followed:Robin Hunter suggested that if everyone present bought a friend then the venue would be filled.

“That we approve Invercargill as the venue for the November 2016 Convention”

Moved: Penny Coffey, CivicSeconded: Dave Young, Cathedral city

CARRIED

12.5 Reformation Working PartyDP Chrissy noted that at this stage this request was simply seeking approval for A committee to be formed to investigate reformation. She noted that the report was published on the website for reference prior to this meeting and that it had been discussed in May this year and was initiated in November last year.

“That a committee be appointed to conduct a needs analysis addressing the reformation of District 72”

Moved: Chrissy Meyer, Kiwi ToastersSeconded: Gregory Graham, Hutt City

PDDG Murray Coutts raised a point of order. That the notice was listed on the District website as a “Notice of motion”. A notice of motion is a preliminary notice to this meeting of a motion to be moved at the next meeting at which time it would be a “Motion on notice”. Murray also noted that under the Five Year Plan, which this District has approved, that at the next May Convention there will be a vote in principle on whether we want to split and then, as indicated in the Five Year Plan, if the answer were yes, then a reformation committee were to be appointed. Murray specified that we already have a District practise in place that has been approved by a previous District Council with that time line.

DG Kingsley thanked Murray for his point and added that he was aware of that however we are also required to fall in line with TI Policy on the issue and that we have to get to a point where we are able to decide whether to ask Toastmasters National, before TI tell us we have to, whether they will approve us setting up a needs analysis committee. Murray indicated this was part of our Five Year Plan and then Kingsley clarified that we were working to formalise this. Kingsley also noted that the Five Year Plan is not necessarily a binding document but, in his view, a guideline.

The motion was then CARRIED

Discussion followed:IPDG Ellie asked if Chrissy could enlighten us as to what the make-up of the committee would be.


DP Chrissy indicated that she would be looking at current past District Governors, perhaps Division Governors and others who have been recommended or expressed an interest in being part of this committee. She noted that this is going to be a small committee.

“That a committee be appointed to conduct a needs analysis addressing the reformation of District 72 be adopted”

Moved: Joy Ackrill, Turbine TalkersSeconded: Larrie Talbot, Area E1

CARRIED

12.6 Name Changes – Titles of District OfficersDG Kingsley informed all that the paper and explanation had been published on the website. As an overview, essentially the Board of TI have decreed that District Officer titles will be changed as at 1st July 2015. As a result of this we are required to change our District Procedures, both Administrative and Non-administrative, to comply with that directive.

“That all references to District officers in the District 72 Procedures, and the District 72 Administration Procedures, be amended effective 1 July 2015 to reflect the new titles adopted by Toastmasters International”

Moved: Kerry Bainbridge, MotuekaSeconded: Helen Gaensicke, Birkenhead

CARRIEDRob Julian, Capital, opposed the motion

Discussion followed:Rob Julian, Capital, noted that he was aware this was going to happen however objected at being told what to do. He continued to say that a Governor complies consensus, a Director sets orders and we are told that we are going to do this at the insistence of the Board of Directors at TI. Rob clarified that he is current President of Capital Toastmasters and he is more than happy for the Area Governor to suggest how club improvements can be made however he would object to being directed how to do it.

DG Kingsley told Rob that his comments had been recorded and that there was an International Director present who this opinion could be expressed too.

Marlene Krone, Silver Service, Asked what the designations were and DG Kingsley confirmed they were published in the motion on the website.

“That all references to District officers in the District 72 Procedures, and the District 72 Administration Procedures, be amended effective 1 July 2015 to reflect the new titles adopted by Toastmasters International be adopted”

Moved: Steve Preston, ProgressiveSeconded: Jane Atkinson, Talking heads

CARRIEDRob Julian, Capital, opposed the motion

13 AnnouncementsDG Kingsley thanked all who had assisted and participated in the conduct of this meeting. The next annual District 72 Council meeting will be held on Saturday 9 May 2015, Waipuna Hotel, Auckland.

“That the November 2014 District 72 Council meeting be closed.”Moved: Pauline Wood, Area F3

Seconded: Shirley Dorsey, Area G1CARRIED


14 CloseDistrict Governor Kingsley declared the meeting closed at 3.30 pm.

District Governor Kingsley Moody ________________________________________

Date ___________________


Appendix A - Attendance

District Officer AttendanceDistrict Governor Kingsley Moody

Lt Governor Education & Training

Carol Mitchell

LT Governor Marketing David Templeman

Immediate Past District Governor

Ellie Young

District Secretary Toni Sharp

District Treasurer Sarah Bate

District Public Relations Officer

Neil Stichbury

Parliamentarian Chrissy Meyer

District Sargent at Arms John O’Leary

Division A Governor Jane Atkinson

Division B Governor Katrina Hudson

Division C Governor Charlie Turner

Division D Governor Richard Perkins

Division E Governor Ian Lankow

Division F Governor Rob Wightman

Division G Governor Marcus van Irsel

Division H Governor Christine Alcott

A1 Beryl Bourhill

A2 Sharon Kerr-Phillips

A3 Nandini Doreswamy

A4 Clifford Kerr-Phillips

A5 Nathan Saminathan

A6 Chris Waring

B1 Linda Jeffries

B2 Debbie Gutt

B4 Andre Pinheiro

C1 Graeme Hunt

C4 Esther Haines

C5 Julia Aspinall

D2 Craig Robinson

D4 Jennie Arvidson

D8 Alan Holloway

E1 Larrie Talbot

E2 Sanjiv Jetley

E6 Lilian Morrison


E7 Emily-Jane Wilmott

E10 Terry Cave

F2 Jonathan McDonald

F3 Pauline Wood

F4 Ling Chan

F5 Matt Meintges

F7 Graeme Kettle

G1 Shirley Dorsey

G5 Fiona Hodge

G6 Timm Treskatis

G9 John Sullivan

H2 Luis Cass

H4 Jim Harknett

H5 Rae Clark

J3 Pauline Carr

J4 Maya Beddie-Geiser

J5 Lucinda Chiu

J6 Carol Wald

J7 Tania Fraser

Club Attendance

Academic Achieve

Active Speakers Advanced Communicators & Leaders

Albany AM

Arawa Assurity Testmasters

Auckland Auckland Advanced

Avon Bay City

Birkenhead Bishopdale

Business Breakfast Canterbury Connoisseurs

Capital Capital Chatterers

Cathedral City Central park

Christchurch Christchurch Speechcraft

Civic Cook Strait

Corkers Cup Cake Communicators

DIAtribe Dollan House

Dunedin Eden Epsom

Ellerslie Sunrise Everest


Fearbusters Five Crowns

Flying Start GE Capital

Geyser Gourmet Geyserland

Gore Grand

Hamilton Harbourside

Harrison Road Hastings

Henderson Hibiscus Coast

Hokianga Hornby

Howick Huria Marae

Hutt City Hutt Valley

Invercargill Island Bay

Kapi-Mana@tawa Karori

Katikati Kings Speech

Kiwi Toasters Kororareka

Lake City Breakfast Lunchspeak

Manurewa T.A.L.K. Maungakiekie

Milford MITe Speakers

Morning Toast Motueka

Napier Nelson

Ngamotu Breakfast Ntec Toastmasters

Oaklands Ohariu

On Air On Top

Orakei Orion Health

Otumoetai Oyster Orators

Pakuranga Pania

Papakura Pegasus

Petone Pioneers

Pipitea PN Advanced

Progressive Scarfies


Shoreline Shortland Street

Silver Service Silverdale-Orewa

Spark Speakers Spreydon

Statistics NZ Wellington Sunday Afternoon

Sunrise Sylvia Park

Tabletalk Taieri

Takapuna Midday Talking Heads

Taupo Te Aro

Te Awamutu The Gourmet

The Speechcraft Toast Health

Toast of Broadway Toastmasters @ Lunchtime

Top Start Top-Notch

Turbine Talkers U-Can-Speak

Waiheke Island Wainuiomata

Wake Up and Communicate Warkworth

Wavecrest Wellington

Wellington Professional Westport

Whangarei Wiri Ramblers

WOW

Appendix B - Apologies

District Officer Apologies

Division J Jonathan Depree

D3 Lani Christensen

D6 Prashad Navaranjan

F6 Jeffrey Stangl


Club Apologies

Ashburton

Auckland West

Belfast

Communicate With Confidence

Dawn Speakers

Dry Remarks

Eastland

Excel

First City

Glenfield

Mount Victoria

Peninsula Presenters

Poly Tech

Riccarton

Ruakura Midway

Speakeasy

Speaking Of Levin

Terrace@12

Wanganui

Wider Horizons 50

Appendix C - District Officer Resignations for 2014-2015 – Updated following 10 May 2014 Council meeting

ROLE NAME EDUCATIONLGET Debra Taylor-Hayhurst DTM

A5 Chris Wearing ACBD8 Hella Bauer CC, ALBE9 Patrick Filoche ACB, ALB

Appendix D - District Officer Appointments for 2014-2015 – Updated following 10 May 2014 Council meeting

ROLE NAME EDUCATIONLGET Carol Mitchell DTM

A1 Beryl Bourhill DTMA2 Sharon Kerr-Phillips CCA3 Nandini Doreswamy ACS, CLA4 Clifford Kerr-Phillips CCA5 Nathan Saminathan ACSA6 Chris Wearing ACBB4 Andre Pinheiro CC, ALBB5 Georgie Templeton CC


C1 Graeme Hunt DTMC2 Murray McClennan ACG, ALBC4 Esther Haines ACBC5 Julia Aspinall DTMD1 Helen Hunt ACG, ALBD2 Craig Robinson DTMD3 Lani Christensen DTMD8 Alan Holloway DTMF2 Jonathan McDonald ACB, ALBG1 Shirley Dorsey ACS, ALBG2 Rob Woolley ACB, CLG4 Kerry Howley ACB, CLG6 Timm Treskatis CCG7 Heather Fletcher ACB, CLG9 John Sullivan ACS, CLH1 Frank Philips ACS, ALBH2 Luis Cass CCH3 Gina Lee CC, CLH4 Jim Harknett CC, ALBH5 Rae Clark DTMJ1 Tony Sisson CC, CLJ2 Colin Leong CLJ3 Pauline Car DTM


minutes of the d72 executive committee meeting€¦ · web view8 november 2014, the copthorne...

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