District 73 Toastmasters

District 73
Minutes of the District Council Business Meeting
1.30 pm Saturday 10 th November 2012
Main Room, Rydges on Swanston, Carlton
1. Call to order
The meeting was called to order by Sergeant at arms Jeremy Hill and the meeting commenced at 1:30 pm. He
introduced the District Governor: Catherine MacGillivray DTM
2. Toastmaster: Rajeev Wadhwa
Asked for a 30 second introduction of their roles from the Senior District Officers
3. Reading of District Mission
The District Mission was read by Emmi Godau (Eastern Division Governor)
4. Inspiration
Delivered by Matthew Price (Metro Division Governor). Spoke about his toastmaster journey, when he was a
part of District 51- Indonesia and former president of Jakarta Toastmasters Club. He spoke about how early in
his tenure as President, he received an email from Wall St Institute (an organisation that teaches English to
Indonesians) asking if he could do a presentation for them about Toastmasters, 20km outside of Jakarta and as
no one could do it he said he would. A friend (non-toastmaster) rang him and asked him if he could attend with
him. Each did their presentation (his friend with his impromptu presentation and Matt about Toastmasters) they
then offered his friend a job. Matt learnt two things from this experience that participation gives direct benefits
for you. 1. Who you become through the process and participation also helps other people (in this case Matt’s
friend got a job offer) and 2. When you become a leader you help yourself and you help others and
Toastmasters is the best organisation to do this - Toastmasters Where Leaders are Made!!!
5. Welcome and opening by District Governor Catherine MacGillivray DTM
6. Credentials Committee report
District Parliamentarian Bruce Hill DTM reported that a quorum had been achieved. As there are 124 paid clubs
in the District, a possible 246 votes possible, 1/3 of these are required so 82 club votes were needed for a
quorum and a total of 90 were registered.
Motion: "that the Credentials Committee report be received"
Moved: Bruce Hill (District Parliamentarian), Seconded: Knobby Clarke (Silver Service).
Carried
7. Adoption of Agenda
Motion: “that the Agenda as tabled be adopted”
Moved: Kay McCartney (Lilydale) Seconded: Ricky Tuck (Macedon Ranges).
Carried
District 73 Minutes of Council Business Meeting 10 November 2012 Page 1 of 7

8. Minutes of previous District Council meeting 19 th May, 2012 and matters arising
Amendments required:
Page 6: Division Governor Reports:
- Anthony Murray’s report: Morsell Lakes should be Mawson Lakes
- Motion Seconded by Darren Fleming (Area Governor B4) should be Darren Fleming (Adelaide).
Page 7: 2013 Convention Proposal:
- “Cost: Striving for less that the cost of the 2012 Convention” should be
“Cost: Striving for less than the cost of the 2012 Convention”
Motion: “that the amended Minutes of the District Council of 19 th May 2012 be confirmed”
Moved: Joanne Philippe (District Secretary), Seconded: Judy Murphy DTM (Lilydale) Carried
9. Secretary’s report
Apologies were received from: Rocky Biasi, Jason Pak, Patrick Shing, Jonathan McComb, Darrell Klar, David
Earley, Toby Vinycomb, Craig Mayo, Phil Ahern, Jan Mudge, Leonie Bradley, Steve Cottren, Bridgette Rogers,
Linda Vears, Mala Sivakumaran, Neil Spark, Les Kieliszek, Shalinda Kekulawala, Brian Kirby, Chris Horsman,
Danny Shafar, David Haskins, Elizabeth Norris, Margaret Belkin, John Eklund, Leah Strauch, Lynette Horrigan
DTM, Erika Silins, Faye Dunn, Zachary Lam, Joan Kilby, Ken Castanelli, Stephanie Shiu, Jose Jophil, Susan
Reyes, Phil Davis, Marylou Townsend, Erin Travers, Mike McNamara, Nic Szuster, Chris Patrzalek, David
Raphael,
Motion: “that the apologies be received”
Moved: Joanne Philippe (District Secretary), Seconded: Brian Day (Bendigo)
Carried
Inward Correspondence:
1. Correspondence from Consumer Affairs in regards to changes to the Associations Incorporation Reform Act
2011 and how to lodge your statements.
2. Correspondence from Toastmasters International regarding the charter of the new club Women in Banking
and Finance @ NAB Melbourne.
3. Correspondence from Toastmasters International regarding alignment of Women in Banking and Finance @
NAB Melbourne.
4. Best wishes for a successful conference from Murray Coutts DTM, District Governor for District 72 (New
Zealand).
5. Best wishes for a successful conference from Mike Helm DTM International Director Region 12. He is looking
forward to coming to the Adelaide Convention in May.
Outward Correspondence:
1. Best wishes sent to Murray Coutts DTM, District Governor for District 72 (New Zealand) for their conference
in Hamilton “Talking till the cows come home"
Motion: “that the Secretary’s report be received”
Moved: Joanne Philippe (District Secretary), Seconded: Emmi Godau DTM (Eastern Division Governor)
Carried
10. Confirmation of appointed District officers read by Catherine MacGillivray DTM District Governor.
A list of all appointed district officers was presented.
Motion: “that all listed District officer appointments be confirmed”
Moved: Chris Yong (WorleyParsons Melbourne) Seconded: Knobby Clarke (Silver Service)
Carried
11. Financial accounts and Audit Report of previous administration read by Keith Isaacs District Treasurer.
Motion: “that the Year End Audit Report of the 2011-2012 be received and adopted”
Moved: Keith Isaacs (District Treasurer), Seconded: Andrew Cowell (NAB)
Carried
District 73 Minutes of Council Business Meeting 10 November 2012 Page 2 of 7

12. Budget for 2012 – 2013 read by Keith Isaacs District Treasurer.
Spoke to his report.
Questions regarding the budget:
Member: Is there a budget for club contests No just area contests have a budget.
Terry Barridge DTM: Clarification is it $150 per area contest or $150 per area for all contests
Keith Isaacs: $150 per area for all contests and is an increase of an extra $50 from last year.
Motion: “that the Budget for 2012 – 2013 be received and adopted”
Moved: Keith Isaacs (District Treasurer), Seconded: Henri Guillaume (Area Governor R36)
Carried
13. Treasurer’s report:
Keith spoke to his report. A few extra points that were brought up were:
a. we were hoping to run at a loss but we have made a profit this last quarter.
b. money to be spent on marketing materials for clubs/areas/divisions.
c. More money for Division to run TLI’s and not just Club officer training.
Motion: “that the Treasurers Report be received and adopted”
Moved: Keith Isaacs (District Treasurer), Seconded: Brian Day (Bendigo)
Carried
14. Reports by senior district officers
(i)
District Governor’s Report:
Catherine MacGillivray DTM reported that we started with 124 clubs, two clubs are currently not financial.
One new club recently chartered so up to 123. One of the two clubs who are not currently financial
should be financial again soon; therefore we will be back up to 124 clubs. Goals are set out in the report,
we want 128 clubs and need to think about how we can grow clubs and also how clubs can become
distinguished. Our goal is to have 50% of clubs to be distinguished. We have submitted all reports on
time so that we are eligible to be distinguished District this coming year. Toastmasters Leadership
Institute’s (TLI) held have been awesome and are great to be a part of. Some divisions hold two
sessions of Club Officer Training at TLI so that people who are interested in different roles attend both
sessions. The Above and Beyond award is a great incentive for clubs, the District 73 Website is being reworked.
Our mission is to be President’s Distinguished District in June 2013.
Motion: “that the report be received”
Moved: Catherine MacGillivray DTM (District Governor), Seconded: Henri Guillaume (Area Governor R36)
(ii)
Lt. Governor Education and Training Report:
Carried
David Murphy DTM spoke about the Distinguished Club Program. Eight Distinguished Toastmasters this
year. Low numbers in regards to club educational awards; clubs need to achieve those educational
awards so that the DCP can be received, triple crown awarded to 5 people, TLI - second round is the one
that not enough people attend. A lot can happen in 6 months - changes in club officers, problems
cropping up. Attend training and do it for your club, train to be a better officer for the club. Metro Division
have a special COT as some members can’t make it during the weekend. DCP Points to date: Ivanhoe 6
points, Lilydale 5 points and NAB 5 points. David thanked everyone for their help in working towards the
District’s educational goals.
Motion: “that the report be received”
Moved: David Murphy (LGET), Seconded: Monique Walsh (Area Governor B4)
Carried
District 73 Minutes of Council Business Meeting 10 November 2012 Page 3 of 7

(iii)
Lt. Governor Marketing Report:
Anthony Murray DTM spoke about Toastmasters International’s system was now better for obtaining
information, 45 clubs added new members, 13 clubs have added additional members - NAB, Women in
Banking and Finance @ NAB Melbourne, Deakin University, Melbourne, The Wafflers, just to name a
few. 65% of clubs are below charter strength. Anthony is happy to announce that four more club
coaches have been appointed: Vicki Wilson, Greg Goris, Claire Richardson and Emmi Godau. Great
leads for new clubs- need to get at least 10 new clubs to be Distinguished District. If all areas worked
toward starting a new club this will be achieved and Area Governor’s will also have the added benefit of
being in a President’s Distinguished Area.
Questions: Knobby Clarke (Silver Service): You have given a great sales report about how the district is going,
what are you doing as LGM in the way of marketing
Anthony: Starting new clubs, getting around to these clubs is a way of marketing Toastmasters.
Motion: “that the report be received”
Moved: Anthony Murray DTM (LGM), Seconded: Clayton Pearson (Central Division Governor) Carried
(vi)
District Public Relations Officer Report
Claire Richards spoke about the promotional program for clubs (a newly develop program. Articles in the
Southern Cross, promoting the Above and Beyond challenge, revising the District 73 website and media
options, liaising with the Southern Cross editor, assisting the District 73 convention team and D73
Facebook page.
Questions:
Bruce Hill DTM (District Parliamentarian): Asked who reads the Southern Cross
Answer: Majority do
Judy Murphy DTM (Lilydale) Q1: There used to be a mailing list for when the Southern Cross was available,
doesn’t this get used anymore
Answer: Problem with mail outs is that a lot of them bounce back, out of the emails sent out to members about
20 – 30% bounced back. Looking into a subscription list that has the option of opting out if you don’t wish to
receive the information. Kay McCartney (Ranges Division Governor) volunteered to go through the bounced
emails and follow up with clubs for the correct email address.
Judy Murphy DTM (Lilydale): Q2: What marketing has been done
Answer: TI has a number of promotional resources that can be downloaded for free but there will also be printed
brochures done up by the District for the Area/Division Governors to pick up and hand out to clubs. These are
to be used to promote clubs in the community, left in libraries, community centres. Similar to the ones that were
printed during Damien Chong’s year as District Governor. Will have them ready for pick up at the DOT in
December.
Ricky. Tuck (Macedon Ranges): Can clubs send in their promotional material
Answer: Send to Claire
Adrienne Bowd (RMIT): possibility of sending it to website maintainer. Claire is liaising with clubs regarding their
promotional material and will be putting some examples on the District 73 website/Southern Cross
Kevin Broughton (NAB): Instead of using Facebook, use Meet Up.com. Have had a lot of club visitors come
through this. Send information regarding Meetup.com to Claire to have a look at.
Motion: “that the report be received”
Moved: Claire Richardson (District PRO) Seconded: Andrew Cowell (NAB).
Carried
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Short break for 15 mins, recommenced at 3.15pm
Amendment to Credential Report: We now have 91 votes registered.
Motion: “that the amendment to the credential report be received”
Moved: Bruce Hill DTM (District Parliamentarian) Seconded: Knobby Clarke (Silver Service)
Carried
(vii)
Division Governors Reports
All Division Governors present at the council meeting were given an opportunity to present their reports.
• Robyn O’Donnell (Bass Division Governor) spoke to her report and indicated that TLI was booked for
February 23 rd in Cheltenham and 22 nd June. Two DTM’s from this Division: David Hughes and John
Beilharz.
• Clayton Pearson (Central Division) spoke to his report and indicated that he expects 3 clubs to be
chartered by July next year, giving the division 6 areas. 6 DTM’s expected by June, contests are on the
go – 4 have been completed, another 4 in the coming week; Division is running successful speechcraft
sessions and will be reintroducing Youth Leadership
• Emmi Godau DTM spoke to her report: expects to be Presidents Distinguished; area contests are
under way; TLI scheduled for 14 th February and Contests scheduled for late Feb/Early March.
Matthew Price spoke to his report: February 12 th for TLI and Contest Early March
• Brian Day (Area Governor N29) on behalf of Jason Pak: Spoke to Jason’s report; Wodonga club close
to chartering and a possible club in Point Cook. TLI scheduled for February 16 th and Division Contest
23 rd March
• Kay McCartney spoke to her report: Ranges will have 90% of Area’s Distinguished. Thanked her Area
Governors.
• Kevin Broughton (NAB) on behalf of Florence Luk: Spoke to Florence’s report.
Motion: “that all Division and Area Governors’ reports as tabled be received”
Moved: Judy Murphy (Lilydale), Seconded: Susan O’Dowd (Lilydale).
Carried
15. Other Committee reports:
(i)
New Club Officer Report
Terry spoke about making mistakes and growing, TM greatest organisation in the world, 4 years as New
Clubs Co-Ordinator, needs to be passed on, resigning next year, Secretary is the most onerous role, new
clubs mentioned throughout the day, no reason why people can’t go out and start a new club, get a date
for a demo meeting, target of 15 is possible. Building a team- need club coaches and sponsors to support
these clubs, call out to members to become club coaches or sponsors
Motion: “that the New Club Co-Ordinator’s report be received”
Moved: Terry Barridge DTM (New Club Co-Ordinator) Seconded: Helen Thomas (Yakety Yaks)
Carried
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(ii)
Speechcraft Co-ordinators Report
Bruce Hill DTM spoke to his report and added that as of the 9 th of November there were 207 enquiries
for Speechcraft. These people need clubs to run courses for them. Advantages of running speechcraft
courses for your club are: financial gain and finding potential members for you clubs. Contact Bruce
for more details.
Question: Roxanne Glans (Diamond Valley): Do clubs need to purchase the materials
Answer: Material costs are minimal, about $7, the only thing is you need a venue, dates and members to help
facilitate. Contact Bruce for more information
Motion: “that the Speechcraft Co-ordinator’s report be received”
Moved: Bruce Hill DTM (Speechcraft Co-ord) Seconded: Adrienne Bowd (RMIT)
Carried
(iii) 2013 Convention Report
Catherine MacGillivray DTM spoke about the Convention. Outlining the major drawcard being Roy Vardin
• Fundraising has been successful with the most recent the “Early Christmas Concert” in Adelaide
raising $1000 for the May Convention
• There is approximately $2000 from attendees
• Sponsorship: Terrific plan in place, created by a great sponsorship chairman
• Possible bus from Melbourne to make the trip, awaiting on more information about it so that District
can endorse it
• Phil Ahern is no longer Convention Chair. Position is currently open so until a new one is appointed
District will be working closely with the convention team
Question: Robyn O’Donnell (Bass Division Governor): I thought the bus wasn’t a proposal
Answer: District waiting for more information about the bus, until that is obtained the bus isn’t
endorsed by District.
Motion: “that the 2013 Convention report be received”
Moved: Clayton Pearson (Central Division Governor) Seconded: Henri Guillaume (Rowville)
Carried
(iii) 2014 Convention Bids
Apologies that an email asking for Bids for Convention 2014 has not been sent out
Joanne Philippe (District Secretary) to send out an email asking for Bids for the Convention in 2014
Helen Thomas (Yakety Yaks) will put a bid proposal together for Convention 2014.
16. New Business
(i) Rajeev Wadhwa (Box Hill): Possibility of getting District to look into getting microphones and audio
equipment for Division contests.
Motion: “That District 73 invest in audio equipment so that people get experience in using
microphones”
Moved: Heather Parker (Footscray Skyline) Seconded: Michelle Bullas (Hawthorn)
Judy Murphy (Lilydale): Point of order: A motion can’t be voted upon without having been sent to clubs
beforehand for review.
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Clayton Pearson (Central Division Governor): Central has been hiring equipment for contests so that
members have experience in using microphones before they reach District level contests.
Revised Motion: “To have District consider and investigate the possibility of purchasing
microphones and audio equipment for Division Contests”
Moved: Brian Day (Bendigo) Seconded: Knobby Clarke (Silver Service)
Rajeev Wadhwa (Box Hill) volunteered to investigate costs and provide a proposal in 2 weeks: 24 th
November.
Thank you to the following people:
Timekeepers: Ravindra Perera, Michelle Bullas.
SAA: Jeremy Hill.
District Parliamentarian: Bruce Hill.
Toastmaster: Rajeev Wadwha.
Inspiration: Matt Price.
Reading of the District Mission: Emmi Godau.
Everyone who has attended to make this a successful meeting.
17. Time and place of the next District Council meeting: Saturday 18 th May 2013 at the Hilton Hotel, Adelaide.
The meeting was closed at 4.11 pm
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