District Mission - D4TM...May 16, 2020 · Ratification of Appointed District Officers for...

District 4 Council Meeting May 16, 2020

AGENDA

Call to Order – District Director, Kitzzy Avilés DTM

Reading of the District Mission (pg 2) – Administration Manager, Shantha Mohan Determination of Quorum (pg 2) – Credentials Chair Tony DeLeon, DTM PDG Adoption of Meeting Rules (pg 3) Approval of the Agenda (pg 1) Committee Report– September 10, 2019 Virtual District Council Meeting Minutes (pp 4 – 7) – Committee Chair, Noemí Gonzalez DTM PDD Finance Manager Report (pp 8 – 9) – Finance Manager Natasha Baker-Streit Midyear Audit Committee Report July 2019 – December 2019 (pp 10 - 11) – Audit Committee Chair, Gavin Schulz DTM New Business Ratification of Appointed District Officers for 2019-2020 (pg 12)

District Alignment 2020 - 2021 (pp 13 – 19) – Alignment Committee Chair, Aubrey Carrier DTM PDD

Approval of New Division F Election of District Top 4 Officers for 2020 – 2021 (pp 20 - 21)

– District Leadership Committee Chair, Stefanie Chow DTM IPDD District Director Program Quality Director Club Growth Director Public Relations Manager

Election of Division Directors for 2020 - 2021 District Officer Reports Public Relations Manager (pp 22 – 23) – Stephen Chin DTM Club Growth Director (pp 24 – 26) – Tim Carlisle DTM Program Quality Director (pp 27 -30) – Kalidas Cheroolil DTM District Director (pg 31) – Kitzzy Avilés DTM Announcements Statements from International Director Candidates for Region II Tod Henry DTM PDG D57 PRA and Karen Marie Lucas DTM PDD D100 Adjournment

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District Mission

● We build new clubs and support all clubs in achieving excellence.

Determination of Quorum

Number of Clubs in District 4: _____

Number of Club Votes Available (2 votes/club): _____

Number of Votes Needed for Quorum (1/3 club votes): _____

Actual Number of Club Votes: _____

Actual Number of District Officer Votes (out of 41 District Officers): _____

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District 4 Toastmasters DISTRICT COUNCIL MEETING RULES OF ORDER

Saturday, May 16, 2020 @ 9:30 AM PDT

In accordance with the District By-Laws of Toastmasters International, the governing rules of order and final authority will be "Robert's Rules of Order, Newly Revised," insofar as it does not conflict with the official Toastmasters International Articles of Incorporation, the District Administrative By-Laws, and the published policies of Toastmasters International. As noted in Robert's Rules, it is permissible for a deliberative body to adopt "special orders" for a given session in order to facilitate business. Since time is limited for the May 16th business meeting of the District 4 Council, the following procedures will be in order:

1. Any new motions to come before the council will be submitted, to [email protected] three weeks prior to the business meeting. In this case, by 5:00 PM PDT on Saturday, April 25th. 2. Debate on any one item of business will be limited to no more than 10 minutes per issue. The Chair may extend the time if necessary to ensure fairness and completeness. In a virtual meeting, a member must type in the chat that they wish to be recognized. 3. The maker of any motion will be given the opportunity to speak first. All speakers on any motion will be restricted to a maximum of one minute each time they have the floor. No member who has already spoken on an issue will be allowed to speak a second time until all who wish to speak have spoken a first time.

Participation Authority: Only district council members may make motions, participate in discussions, or vote. Before addressing the assembly, voting delegates shall state their name and the name of the club they are representing. If members of the District Executive Council (DEC team) want to speak and they are not representing a club, they must state their title before

speaking. District Council members include all club Presidents and Vice Presidents of Education. Voting members of the District Executive Council include the District Director, Program Quality Director, Club Growth Director, Public Relations Manager, Administrative Manager, Finance Manager, the Immediate Past District Director, and all Division and Area Directors. District 4 Toastmasters 2019-2020 • Empower

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9-10-19

District 4 established 1934. www.d4tm.org

District Council Meeting Minutes The District Council Meeting for the 2019-2020 District 4 Toastmasters team was held on September 10, 2019, at Dolby Laboratories, 1275 Market St, San Francisco, California, and virtually via web conference. The purpose of the meeting was to approve the District Council Meeting Minutes from the May 18, 2018 meeting, to approve the 2018-2019 Year End Audit Report, to vote to ratify the previously agreed-to process of subsidizing medals and trophies, to vote to ratify appointed District Officers, to vote to ratify the District 4 Annual Budget for 2019-2020 and to make District announcements. District Leaders and Meeting Functionaries In attendance: In Person: Kitzzy Avilés (District 4 Director), Tim Carlisle (Club Growth Director), Tony DeLeon (Logistics Manager), Stewart Murrie (TechMaster/Moderator), Aubrey Carrier (District 4 Credentials Chair), Katherine Pratt (District 4 Parliamentarian), Noemi Gonzalez (Past District Director), Gavin Schulz (President of Evening Stars and Audit Committee Report Chair). Virtually: Kalidas Cheroolil (Program Quality Director), Stephen Chin (Public Relations Manager) and virtual attendees listed in the Credentials Chair Report/Log. Introduction. Tony DeLeon, District Logistics Manager, introduced the meeting at 7 p.m. Kitzzy Avilés, District 4 Director and Chair, called the meeting to order, reviewed the policy and procedures of the meeting, then introduced TechMaster, Stewart Murrie, who discussed technical aspects of this virtual meeting, including how to vote and get help. She then introduced administration manager Shantha Mohan. Reading of the District Mission—Shantha Mohan. Determination of Quorum-- Credentials Chair, Past District Director, Distinguished Toastmaster, Aubrey Carrier reported the following:

.As of the deadline, Tuesday, September 10th at 12:30 PM PDT, we had

Total Number of Clubs: 143

Total Number of Club votes (2 votes per Club): 286

Number of votes in attendance needed for a quorum (1/3 Club votes): 96

Actual Number of Club votes in attendance: 131

In addition... out of 41 District Officer Votes, we have

Number of District Officers in attendance: __28_”

With 131 club votes, we have met quorum.”

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Statement of Special Rules of Order--Katherine Pratt. Katherine read the Meeting Rules, including Robert’s Rules of Order, the requirement of pre-registration for voting, and the definition of voting members. President of Stagecoach Speakers 525 Market, Past District Director, Distinguished Toastmaster, Aubrey Carrier moved to accept the meeting rules (Addendum 2: Meeting Rules). It was seconded and voice- voted and passed with more than two-thirds (⅔) vote. Approval of Agenda-- Kitzzy Avilés. President of Evening Stars, DTM, Gavin Schulz, moved to accept the agenda as presented. The motion was seconded. There was no discussion. The agenda was adopted as presented by a majority of voice-cast votes. Committee Report--May 18, 2018, District Council Meeting Minutes. Committee Chair, Past District Governor, Past Region Advisor, Distinguished Toastmaster Joe Madley submitted the Minutes Committee’s final version of minutes of Business meeting May 18, 2018 (see Addendum 3: District 4 Spring Council Meeting Minutes). Because minutes were approved by committee a vote is not needed and will be filed as complete. Past District Director, Noemi Gonzalez, committee chair, was appointed to review the minutes of this meeting. Audit Committee Report-- Audit Committee Chair, President of Evening Stars, Distinguished Toastmaster, Gavin Schulz presented the Audit Committee Report and stated that a successful independent audit, which requires 100% accuracy, was completed. Gavin moved that the District Council accept the audit report as presented (See Addendum 4: 2018-2019 Year-End Audit Report ). It was seconded. There was no discussion. The motion was approved by a majority of voice-cast votes. Public Relations Director Report—Stephen Chin. Public Relations Manager Stephen gave his report. Details can be found in Addendum 5: Public Relations Report. Club Growth Director Report—Tim Carlisle. Club Growth Director Tim gave his report. Details can be found in Addendum 6: Club Growth Director’s Report. Program Quality Director Report—Kalidas Cheroolil. Program Quality Director Kalidas gave his update on educational achievements and training and reviewed incentive programs and initiatives. Details can be found in Addendum 7: Program Quality Director’s Report A number of questions were raised in the chat room. The chair recognized each and the questions were voiced and answered. District Director’s Report-- Kitzzy Avilés. Details can be found in Addendum 8: District Director’s Report. Unfinished Business: At the last district council meeting, on May 18, 2019, a motion was made to have the District cover the contest fees at the Area level. It was then amended to also cover the Division level contest fees. It was further amended to have the District only pay for trophies at the Area and Division level. After a discussion about the financial impact of such a motion, it was moved to refer this matter to a committee. This report can be found in Addendum 9: Finance Committee Report. The chair recognized committee member, Natasha Baker-Streit to give the report.

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9-10-19

Natasha presented the report at the end of which stated It is the committee’s recommendation that we keep the existing processes in place and that the district continues to subsidize medals and trophies in part and made the motion to ratify the previously agreed-to process of subsidizing medals and trophies. This motion was ratified with the following vote-counts:

Total number of votes cast: 89 Majority (based on votes cast): 45

87 votes in favor; 2 votes opposed.

The previously agreed-to process of subsidizing medals and trophies has been ratified.

New Business: Ratification of Appointed District Officers The first item of new business was to ratify the Appointed District Officers for the 2019-2020 Toastmasters year. Each year, the District Director appoints a number of officers including all Area Directors, the District Finance Manager, and the District Administrative Manager. This year, two Division Director positions were appointed to fill vacancies after elections. PR Manager Stephen Chin was appointed last week, as the elected PR manager had to step down. The list of officers can be seen in Addendum 10: Appointed District Council Members. They were also displayed on the screen. The chair recognized Club Growth Director Tim Carlisle, who moved to ratify all the appointed District 4 positions for the 2019-2020 Toastmasters year, as shown in Addendum 10. It was seconded, and hearing no discussion, the motion was put to vote. This motion was ratified with the following vote-counts:


91 votes in favor; 0 votes opposed.

Adoption of the 2019-2020 District budget. The next item of New Business was the Adoption of the District 4 Budget for 2019-2020, which can be found in Addendum 11: District 4 Budget. Past International Director, Past District Director, and VPE of High Spirits of Toastmasters, Ken Cawley, presented the District Budget and moved that the District 4 Budget for 2019-2020 be accepted as presented. Hearing no discussion, the motion was put to a vote.

The 2019-2020 District 4 Budget was approved with the following vote-counts.


92 votes in favor; 1 vote opposed.

District Announcements Kalidas Cheroolil announced the Save the Date for the Fall TLI, scheduled to be held on December 7 at Gilead and the Annual Conference, scheduled for May 16, 2020.

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9-10-19

Tim Carlisle announced incentive due dates. Stephen Chin announced the Meetup access to all VPPR’s, called for success stories, and announced the PR awards submission due dates. The meeting was adjourned by District 4 Director Kitzzy Avilés at 8:25 p.m. Reference video recording: https://youtu.be/We1PYg7UYX4 Shantha Mohan District 4 Administration Manager, 2019-2020

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https://youtu.be/We1PYg7UYX4

District 4Mid-Year Profit & Loss (Actual vs. Budget Summary) (in USD)Reporting Book: ACCRUAL

As of Date: 12/31/2019

Cost Center: District 4

07/01/2019 Through

12/31/2019

Actual Budget Variance

District Revenue Narratives

Membership Revenue 34,022.62 33,850.00 172.62Slightly ahead of budget due to tareted efforts to bring in renewals sooner.

TLI Revenue 2,569.15 2,500.00 69.15 2 TLIs held in August and December; revenue on track.

District Store Revenue 169.00 200.00 (31.00)2 TLIs held in August and December; revenue somewhat under budget but within expectations

Other Revenue 90.00 0.00 90.00 Other revenue due to the refund of a District Order. Total District Revenue 36,850.77 36,550.00 300.77

District Expenses

Conference Expenses 160.33 0.00 160.33Some expenses from the previous year's conference needed to be reimbursed.

TLI Expenses 1,835.86 2,500.00 (664.14)

2 TLIs held in August and December. Expenses under budget due to the hosting club sponsored some costs for the August TLI along with some donations offsetting costs.

District Store Expenses 0.00 200.00 (200.00)

No need to purchase additional materials for the district store as manuals are now digitized and had sufficient inventory leftover from previous year's purchases.

Marketing Expense 2,129.29 9,140.00 (7,010.71)

Under budget due to chartering fewer clubs than expected and spending less in marketing materials since we leveraged free materials provided by TI.

Communications & PR Expenses (23.24) 944.00 (967.24)

Significantly under budget for the quarter due to a combination of having no expenses in July plus ~$400 returned to us from June website and advertising expense reversals.

Education & Training Expense 4,115.72 13,965.00 (9,849.28)

Significantly under budget due underspending in July/August, clubs not redeeming incentives we had issued, some COT sponsorship of printing and other expenses, overall lower costs than anticipated.

Administration Expenses 2,351.05 3,293.00 (941.95)

Underspending on planned meals and printing/shipping needs. Also partially due to things for the 2019-2020 DEC (Theme Pins, badges, etc) purchased in June and applied to the 2018-19 budget.

Travel Expense 11,356.89 14,181.00 (2,824.11)

Team not needing requiring travel budget as anticipated. Significant contributers include:District Director travel under budget by ~$395PQD travel under budget by ~$660PR Manager travel under budget by ~$323Division and Area Director travel under budget by ~$1,437

Other Expense 2,046.41 1,761.78 284.63Additional ~$285 incurred in Q1 for food and stationary supplies incorrectly categorized.

Total District Expenses 23,972.31 45,984.78 (22,012.47)

Total Net Income 12,878.46 (9,434.78) 22,313.24

Available Funds

Cash & District Reserve

Cash

Cash - Wells Fargo (0153) 19,084.93

Cash - Paypal (PP D04) 2,986.94

Total Cash 22,071.87

District Reserve 23,314.84

Total Cash & District Reserve 45,386.71

Minimum District Reserve Required at Year End(17,617.76) Total Available Funds 27,768.95

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District 4Q3 Profit & Loss (Actual vs. Budget Summary) (in USD)Reporting Book: ACCRUAL

As of Date: 3/31/2020

Cost Center: District 4

07/01/2019 Through

3/31/2020

Actual Budget Variance

District Revenue Narratives

Membership Revenue 51,212.27 59,990.00 (8,777.73)

Membership revenue is under budget this time - budgeted $59,990; actuals $51,212.27 YTD (-$8,777.73). Variance was positive in February due to efforts to drive early renewals, but offset in March due to shelter in place orders and members who had not already renewed by now holding off further until meetings restart for clubs. Expect to see this continue into April. Dues renewals have been slow - but are starting to ramp up due to change from March 31 to April 30. I expect this to continue in May and June as well, due to coming out of the pandemic.

Conference Revenue 0.00 0.00 0.00 N/A

TLI Revenue 2,569.15 3,750.00 (1,180.85)

Total TLI revenue under budget - $2,569.15 actuals vs. $3,750 budgeted (-$1,180.85). TLI planned for February had to be cancelled because we could not find a location for it.

District Store Revenue 169.00 300.00 (131.00) No income or expenses during Q3

Speech Contest Revenue 20.00 3,000.00 (2,980.00)

Speech contests held, but revenue is non-existent (actuals $20 vs. $3,000 budgeted) as contests are moved to virtual meetings with no food/printing costs.

Other Revenue 90.00 0.00 90.00 Nothing new in Q3 from mid-year

Total District Revenue 54,060.42 67,040.00 (12,979.58)

District Expenses

Conference Expenses (0.49) 0.00 (0.49)No expenses yet. Refund from a District Finance expense reclassification.

TLI Expenses 1,861.69 3,750.00 (1,888.31)

Expenses also under budget and less than revenue - $1,861.69 actuals vs. $3,750 budgeted (-1,888.31). TLI planned for February had to be cancelled because we could not find a location for it.

District Store Expenses 0.00 300.00 (300.00)

No need to purchase additional materials for the district store as manuals are now digitized and had sufficient inventory leftover from previous year's purchases.

Marketing Expense 2,705.46 14,670.00 (11,964.54)

Signficantly under budget at this point - $2,705.46 actuals vs. $14,670 budgeted (-$11,964.54) We budgeted on the plan to start about 30 new clubs. Whie due to the COVID 19 Pandemic we will not hit that - this took into account the different gifts and incentives surrounding newly chartered clubs, ie. banners, banner stands, and lecterns. I think we will continue to charter several clubs when we relax shelter in place. We have 2-3 in process, 4-5 ready for kickoff, and 2 moving forward in spite of the pandemic. We also have a good chunk of incentives which haven't been redeemed (for March Madness,we have 49 clubs who qualified - $2450).

Communications & PR Expenses 382.01 1,483.00 (1,100.99)

Under budget at this point - $382.01 actuals vs. $1,483 budgeted (-$1,100.99)We had a credit in this category at the beginning of the year and have not spend as much on printing or postage as expected.

Education & Training Expense 6,032.62 18,415.00 (12,382.38)

Signficantly under budget at this point - $6,032.62 actuals vs. $18,415 budgeted (-$12,382.38)

We have a big chunk of District incentives which the clubs haven't redeemed yet.

Speech Contest Expenses 1,967.77 2,750.00 (782.23)Expenses remained as District covered costs of medals ($1,967.77 actuals vs. $2,750 budgeted).

Administration Expenses 2,997.68 4,808.00 (1,810.32)

Continuing trend of being under budget, primarily in March ($2,997.68 actuals vs. $4,808 budget). Due to Shelter in Place, we did not held the Advisory Council Meeting in March as budgeted and spent less than budgeted in the one in September. We also have not needed to spend as much on printing and postage.

Travel Expense 13,182.87 18,496.00 (5,313.13)

Travel remainds under budget and expect this will continue into Q4 as travel expenses for leadership attending speech contests, club visits, and DEC/Ops Meeting are no longer needed. $13,182.87 actuals vs. $18,496 budgeted

Other Expense 2,927.30 2,642.67 284.63 Nothing new to report.

Total District Expenses 32,056.91 67,314.67 (35,257.76)

Total Net Income 22,003.51 (274.67) 22,278.18

Available Funds

Cash & District Reserve

Cash

Cash - Wells Fargo (0153) 19,084.93

Cash - Paypal (PP D04) 2,887.06

Total Cash 21,971.99

District Reserve 31,869.02

Total Cash & District Reserve 53,841.01

Minimum District Reserve Required at Year End(17,617.76) Total Available Funds 36,223.25

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!February 14, 2020

Report on the District 4 2019 - 2020 Mid Year Audit

District Representation Natasha Baker-Streit, District 4 Finance Manager Kitzzy Aviles, District 4 Director

Audit Committee Karsten Manske Milena Price Gavin Schulz, Chair

Overview & Purpose District 4, including all the areas and divisions, are legally considered a part of Toastmasters International. Therefore, regardless of the source, district funds are considered funds of Toastmasters International. Members of the District Audit Committee have a responsibility to provide an independent and objective determination that district funds have been spent in accordance with the mission and governing documents of Toastmasters International.

The purpose of the audit was to review the district’s financial records to ensure the financial records accurately reflect the district’s incomes and expenses for the period of July 1, 2019 to December 31, 2019. The review included examining the monthly Treasurer’s reports, bank statements, PayPal statements, district reserve statements, bank reconciliation and receipt and payment registers. The audit also included verification of supporting documents for expenditures and reimbursements.

Audit Observations Date: February 8th, 2020

• The District Finance Manager provided all audit documents in an orderly fashion that allowed for a thorough and efficient audit.

• Checking and PayPal accounts were reconciled to monthly statements. • All checks/payments were audited for supporting documentation.

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!• All disbursement requests were approved by the District Director (checks payable to the District

Director or District Finance Manager were signed and approved by the Program Quality Director or Club Growth Director).

• Each question asked by the Audit Committee was quickly and thoroughly answered to our satisfaction.

Audit Committee Recommendations The Audit Committee recommends that any individual expense in excess of USD $500 is authorized in writing in advance by the District Director and at least one of the Program Quality Director or Club Growth Director consistent with TI’s policy guidance.

The Audit Committee recommends that the District Finance Manager repeat the same audit preparation process for the upcoming 2019-2020 Year End Audit.

After the Audit The District Finance Manger stated that she will send all the financial records to Toastmasters International for final review.

Audit Committee Acknowledgement The Audit Committee acknowledges and thanks District 4 Finance Manager Natasha Baker-Streit for her service and commitment to District 4 in the maintenance of complete and accurate financial records and compliance to Toastmasters International’s governing policies.

We would also like to thank Tony DeLeon for his hospitality in hosting the audit and to District 4 Director Kitzzy Aviles for her work to organize the Audit Committee membership.

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Appointed District Council Members

Below are the District Officers that were appointed to fill vacancies after September 10, 2010. Name Role Appointed Date

Area D6 Director Mare Repetto October 2019

Anny He Division E Director January 2020

Area D1 Director Janet Sutherby February 2020

District 4 Toastmasters 2019-2020 • Empower

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District Realignment – District 4 Proposal for 2020-2021 Realignment Team –Tony DeLeon DTM PDG, Katherine Pratt DTM PDD, Aubrey Carrier DTM PDD, and Noemi Gonzalez DTM PDD

Every year, District 4 is required by Toastmasters International to review the distribution of its clubs within Areas and Divisions. Currently our District has approximately 135 active clubs distributed among 29 Areas with four to six clubs per Area and 5 Divisions with five to six Areas per Division. Each year, District 4 charters a number of new clubs, some clubs stop meeting and disband, and some clubs move to new locations within and outside the District. We review the location and the health of our clubs and with this information, Area and Division boundaries may change as clubs are moved to balance and strengthen each Area and Division. This process is known as realignment.

The Realignment Team used the following criteria when considering realignment:

guidelines presented in Protocol 7.0 of the Toastmasters bylaws geographical locations of the club balance of aspiring and strong clubs; an aspiring club is one working on building membership,

educational and leadership growth and is below 20 members workload for the Area Director what will be least disruptive to the Area and Division

Based on the above criteria, Realignment Team proposes a new “Division F” located in the mid-peninsula. Division F comprises clubs from the northern border of Division A and the southern border of Division B. The realignment and relevant amendments will be presented for a vote at the District Council meeting on May 16th during the District 4 Business Meeting. The final alignment plan for the District will take effect starting July 1, 2020. Report Submitted—April 12, 2020

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DISTRICT 4 ALIGNMENT 2020-21

Div Area Club # Club Name Div AreaA 1 2117 Early Risers ClubA 1 937505 Virtual Speak Toastmasters ClubA 1 2784455 Superspace ToastmastersA 1 2823223 TIB Toasters - Ineligible A 2A 1 3528251 Talk of the Farm Toastmasters - Suspended 09/30/2019A 1 7165655 Bill Dot Toast A 2A 2 9913 Electric Toasters ClubA 2 596069 SAP ToastmastersA 2 7222661 Open Space Orators A 3A 2 7222791 Uber Palo AltoA 2 7553405 Varian Toastmasters - New Charter 10/30/2019 A 4A 3 4304 Menlo Park Sunset Toastmasters A 5A 3 8218 Palo Alto ToastmastersA 3 1573264 Move Fast and Say ThingsA 3 5048211 AWSome ToastmastersA 3 6671684 Slalom Silicon Valley Toastmasters ClubA 4 33 Lee Emerson Bassett ClubA 4 1372 Menlo Park Toastmasters ClubA 4 1435 SRI Organon Club A 5A 4 4515 HP Hilltop Speakers ClubA 4 1409881 Stand & Deliver A 5A 4 3989851 A9 Toastmasters

Proposed New 2020-21 Changed From

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Div Area Club # Club Name Div AreaB 1 4512 Promasters Toastmasters Club B 3B 1 600591 Chamber Speakers Circle Club B 2B 1 2626176 Guidewire Premium Presenters B 3B 1 4147122 ABD Toastmasters B 4B 1 7266761 CuriosityMasters B 3B 2 191 San Mateo Toastmasters Club 191 B 4B 2 1618 Pacifica PM Club B 5B 2 3572098 Pacific Rim Toastmasters B 4B 2 6480331 BioPacific Toastmasters B 4B 3 1881 Daly City Toastmasters B 6B 3 2168 Millbrae'ers Club B 5B 3 2697 Peninsula Toastmasters B 5B 3 1198003 eCommunicators B 5B 3 1863501 Plane Talk B 5B 4 859889 Genentech Toastmasters Club B 6B 4 5444011 J&J Bay Area Toastmasters B 6B 4 7182479 Fluid Masters B 6B 4 7414598 AstraZeneca Verbalizers B 6B 4 7509437 Recology Toastmasters - New Charter 09/04/2019 B 5


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Div Area Club # Club Name Div AreaC 1 1280840 Townsend ToastmastersC 1 2258108 San Francisco Mandarin English E 5C 1 3030595 Toastmasters for Health C 2C 1 3710811 OpenDNS - IneligibleC 1 4049645 PonyTalk ToastmastersC 1 4999318 ToastbustersC 1 7177802 Lyft Toastmasters - IneligibleC 2 9109 Rhino Business ClubC 2 9825 San Francisco Renaissance Toastmasters ClubC 2 1440375 EPA Speak Easy E 5C 2 4640219 Cloudmasters - Suspended 09/30/2019C 2 4763506 Demandforce - IneligibleC 2 5077964 Pivot Masters C 3C 2 7691660 Zume SF Toastmasters - New Charter 08/30/2019C 3 56 Golden Gate Toastmasters Club E 2C 3 6094 GGU ToastmastersC 3 1378531 San Francisco StorytellersC 3 1849809 Toast of the MissionC 3 6659593 4th St. Corp ClubC 3 7535606 Zendesk Inc. - New Charter 08/30/2019C 4 3873 Puc(k)sters Toastmasters ClubC 4 2020878 Hubmasters - Suspended 09/30/2019C 4 2616974 Dolby SpeakersC 4 3890460 Burning Man Toastmasters-IneligibleC 4 3898238 San Francisco Federal Building Toastmasters Club C 6C 4 7236929 Asian Art Museum ToastmastersC 5 1133 Crownmasters ClubC 5 1244 Fightin' 49ers ClubC 5 714439 Toasters DigestC 5 4408242 Quantcast Toastmasters Club - IneligibleC 5 5644883 Annie's ToastmastersC 6 7201 Twenty-Five Alive ClubC 6 9408 Everybody Speaks ClubC 6 600229 Civic Center ToastmastersC 6 6857893 Tweetmasters


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Div Area Club # Club Name Div AreaD 1 2407 Magic Sunrisers Club D 3D 1 4282 Opportunity Speakers Toastmasters Club D 3D 1 4292 UC Oracles Toastmasters Club D 3D 1 769523 Academy Toastmasters D 3D 1 1279215 Eloquent Elocutionists D 5D 2 3976 Land's End Toastmasters Club D 5D 2 6521 Pacific Heights Toastmasters D 5D 2 822664 Rainbow Toastmasters D 5D 2 1561024 Toast of the Bay - IneligibleD 2 6890965 LiveRamp Toastmasters SF - Suspended 09/30/2019D 2 6943631 Academy Visionaries Toastmasters Club D 3D 3 1771 San Francisco Toastmasters D 2D 3 7806 Bay Masters D 2D 3 3984272 UBSF Toastmasters D 2D 3 7680541 DoorDash - New Charter 12/06/2019 D 2D 4 1243 Cable Car Toastmasters Club D 1D 4 6535 United We Speak Club D 1D 4 1095735 Stagecoach Speakers-SF Financial District D 1D 4 7185338 Cloudflare Toastmasters D 1D 4 7222873 Uber San Francisco Club D 1D 5 2203 Asian Express Toastmasters ClubD 5 5610 Sierra Speakers Toastmasters D 4D 5 8557 The Art of Speaking, A Toastmasters Club D 6D 5 2512526 FiDi Toastmasters D 4D 5 5048242 Amazon Toastmasters - San Francisco D 4D 6 7025 SF Japanese-English Toastmasters (JETs)D 6 4634690 Spanish Bilingual SFD 6 6577165 ToastmasterZ WIN (Women Innovation Network) E 2D 6 6841537 Medidations San Francisco


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Div Area Club # Club Name Div AreaE 1 65 San Francisco DowntownE 1 3295 Money Talks Toastmasters ClubE 1 1070395 Stagecoach Speakers-525 Market E 1 1567667 Global San Francisco ToastmastersE 1 6577217 Insuring ProseE 2 1285335 Toastitects E 1E 2 5527302 Twilio Toastmasters ClubE 2 6817725 Moody's 405 ToastmastersE 2 7085575 Mixpanel Toastmasters - Suspended 09/30/2019E 2 7559723 Chubb Masters - New Charter 10/11/2019E 3 1214446 Stagecoach Speakers FrontierE 3 1488281 Salesforce ToastmastersE 3 4409370 San Francisco Bilingual Cantonese-English ToastmastersE 3 5748245 Nerdmasters - Suspended 09/30/2019E 3 6070157 Salesforce BizTech Toastmasters ClubE 3 7411856 Okta - New Charter 07/22/2019E 4 4920 Techmasters ClubE 4 999399 Electric Toasters ClubE 4 2694124 BlackRock Speaks San Francisco - IneligibleE 4 3960208 Epicurean SF D 6E 4 7038454 Speakers of the BayE 4 7244083 KQED Toastmasters Club C 6E 5 1267190 SF ToastbustersE 5 1424967 Evening StarsE 5 3154261 First Republic Toastmasters D 4E 5 5859587 Sourdough Toast (Masters)


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Div Area Club # Club Name Div AreaF 1 5707 Redwood City Orators Club A 6F 1 2590625 Wellness Toastmasters A 5F 1 7349126 BMS Redwood City Toastmasters A 4F 1 7385422 CZI Toasties A 6F 2 318 San Carlos Toastmasters (formerly Speak4Yourself) A 6F 2 6028 Point of Order Club A 6F 2 7108193 Toasty Sharks, Delphix Corp. A 5F 2 6662257 Mindfulness Toastmasters A 6F 2 7179922 SHC Toastmasters - Ineligible A 1F 3 4014 Foster City Toastmasters Club B 2F 3 7190 Visa Speakers' Circle Toastmasters Club B 3F 3 2544 Oracle Speakers Club B 3F 3 590123 All EArs Club A 6F 4 5022 OracleDirect Toastmasters - RWS B 1F 4 1488183 GToast B 2F 4 5347320 Little Big Talkers B 2F 4 5646642 ToastmastEARS A 6F 5 530 San Carlos-Belmont Club B 1F 5 4368 High Spirits of Toastmasters B 1F 5 3461760 San Mateo Storytellers B 4F 5 5930314 RingCentral Toastmasters Belmont B 1F 5 6842118 GLINT Toastmasters - Ineligible B 1


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District Leadership Committee Report District 4 Toastmasters | Originally Submitted on April 4, 2020

The District Leadership Committee (DLC) first met on February 29, 2020 to interview candidates for the 2020-2021 District leadership term. This Committee consisted of five Toastmasters members (not including the DLC Chair) and was selected to equally-represent Divisions A, B, C, D, and E, as well as comply with other requirements put forth by Toastmasters International. After deliberation, the Committee has nominated the following individuals. All Division Directors candidates have been evaluated to run for any division, though their primary choice has been listed below.

For District Director Kalidas Cheroolil, DTM For Program Quality Director Timothy Carlisle, DTM For Club Growth Director Karsten Manske, DTM For Club Growth Director Jennifer Perry-Ruzic For Public Relations Manager Josef (Joe) Bresler For Division A Director Mare Repetto, DTM For Division B Director Enkhtuya (Tuya) Bliss For Division C Director Rizwana Rahman For Division D Director Greg Athas For Division E Director Adalberto Padilla For Division F Director Mark Prince

The DLC can only nominate each individual for one role, but the following individuals have also been evaluated for the following additional positions.

For Club Growth Director Mare Repetto, DTM For Division B Director Jennifer Perry-Ruzic

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Additional Notes:

• The order of elections will be dictated by the business meeting agenda, not this report. • On March 5, 2020, Mare Repetto, DTM withdrew her candidacy for Club Growth

Director via email and decided to run only for the Division Director role. • Anny He had originally been nominated for the position of Division E Director but

withdrew her candidacy on April 15, 2020. • Interviews for Mark Prince, Rizwana Rahman, and Adalberto Padilla took place in

March and April 2020 via Zoom video conferencing with all DLC members present. • The election of a Division F Director is contingent upon the new division’s creation

being approved earlier in the business meeting, before elections. Respectfully submitted, Stefanie Chow, DTM, IPDD District Leadership Committee Chair

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Stephen Chin, DTM District 4 Public Relations Manager

[email protected]

Public Relations Report--May 2020

The PR Manager is Stephen Chin and PR Team members are: Ken Cawley, Stewart Murrie, Johan Lambov, Allan Cobb, and Jaclyn Agui. We have made great strides in increasing engagement from our District members as reflected in the well-attended Toastmasters Leadership Institute events August 17 and December 7 and have kept our members updated on the rapidly changing environment and support from Toastmasters International throughout the COVID-19 crisis. Email Email continues to be our primary communication medium. Using the Mail Chimp platform with social media cards on Facebook and Twitter linked to our email campaigns has been effective in improving our email open rates. Our audience has grown from around 3,300 to nearly 3,700 subscribers since July 1, 2019, and we have run over 30 campaigns in that time with email open rates ranging from 26%-55% which are well above industry average of 21% and click through rates ranging from 1-16% which is well above the industry average of 2.25%. Our email guidance has been instrumental in supporting our clubs and members in adapting to the rapid changes imposed by the current pandemic and this has been reflected in the sharp rise in open rates since March. Social Media

● Meetup.com—The District 4 Toastmasters Meetup group currently has over 1,842 members which is over 10% growth year over year from May 2019. Meetups have been a very successful promotional tool for clubs that utilize the District 4 Meetup group as it attracts non-Toastmasters visitors to join as members of the group eventually leading to club visits as guests. There has been more than a 20% increase in club participation since we have provided event organizer access to club VPPR’s upon request. Further promoting the use of Meetup through education of Area Directors and future emails will increase the utilization of this useful medium which should bolster growth in the District.

● Facebook--The District 4 Facebook page is also an important channel for promoting district events, incentives, and recognition of clubs and individual


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members. We have engaged in more regular Facebook postings thanks to our Facebook lead, Johan Lambov, and utilized some donated Facebook advertising to promote the district to our local community outside of Toastmasters to promote our educational programs and clubs. I believe that all these factors have aided in increasing our District Facebook following to 1,216 followers at this time.

● Twitter--The District 4 Twitter account has been revived this year as an additional social media channel to communicate District events and announcements as well as inspirations from Toastmasters International. Thanks to the frequent Tweets by our Twitter lead, Allan Cobb, the District 4 Twitter following has increased to 258 followers this year.

District 411 Blog The 4-1-1 blog site has been revitalized this year with added educational content on a broad spectrum of communication and leadership topics thanks to the leadership of our blog chair, Stewart Murrie, our editor, Jaclyn Agui, and our many content contributors. We have posted 13 blogs since October 2019 with 3-5 more postings planned before June 30, and have maintained a regular cadence of postings which have drawn further attention to both the d4tm.org website and the preexisting valuable blog content. District 4 Website D4tm.org continues to be world renowned and the recent website improvements have included enhanced visibility of the District 4-1-1 blog and Find a Club buttons. The website continues to be the primary portal for educational resources and ongoing promotion of events, incentive programs, and leadership communication for District 4. The added COVID-19 guidance page, created March 8, has received well over 800 views and the new Online Club Meetings page, created March 12, has received well over 600 views. Together, these resources have been instrumental in supporting our members and keeping them safe and connected during the current pandemic. Ken Cawley continues to perform exemplary work in both maintaining and updating this site to meet the needs of District 4 with brisk responsiveness that has been essential to keeping pace with the many demands of our new environment. Toastmasters Success Stories This year, we launched a new initiative calling for Toastmasters Success Stories of personal or professional triumphs related to personal development in Toastmasters similar to the #MyWhy campaign from Toastmasters International. The responses have added inspiring content to our social media postings and we expect more robust participation in the coming year as we promote this program further. Next Steps The remaining promotional campaigns for this term will focus on remaining webinars, encouraging clubs to finish the year strong with the “Beat the Clock” program award, and transitioning to the new leadership. My team and I will compile documentation on best practices for managing our many channels to pass on to the next PR Manager’s team.


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Base 7/1/20 As of 4/30/20 Difference

142 Clubs 106 Clubs Paid 36 Clubs

6975 Payments 5593 Payments 1382 Payments

New Clubs

Name Location Okta San Francisco Recology Redwood City Zendesk San Francisco Varian Palo Alto Chubb San Francisco Doordash San Francisco Zume San Francisco

Clubs in line to charter

Club Location Status Facebook (Speech Weavers) Menlo Park Virtual Kickoff complete – Will charter,

in May /June DHR City and County of SF San Francisco Process stopped 3rd Meeting Darktrace San Francisco Process stopped 2nd Meeting Merck South San Francisco Virtual Kickoff set for May 6th Mercer San Francisco Process stopped just before Kickoff Beigene San Mateo Virtual Kickoff 3rd week of May

Club Growth Report

May 2020

Timothy Carlisle, DTM

[email protected]

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mailto:[email protected]

Qualified Prospective Clubs (>60% % likelihood of Chartering)

Location Status Jazz Pharma South San Francisco On Hold SF Travel San Francisco On Hold Domino Data Labs San Francisco On Hold SF Community Health San Francisco On Hold Brex San Francisco On Hold Blend Insurance San Francisco On Hold Planet San Francisco On Hold Anaplan San Francisco On Hold WSGR Palo Alto On Hold Samsara San Francisco On Hold BioMarin Brisbane On Hold One Medical San Francisco On Hold

New Efforts

Use of Linkedin Sales Navigator to Connect with Potential Corporate Decisionmakers Virtual Kickoff Meetings Via Zoom

Training Sessions – TLI/Blog Posts

TLI - Adventures in Coaching – Tim Carlisle

Corporate Club Success – Blog Post Tim Carlisle TLI - Club Mentors – Terry Joyce Recordings at: http://d4tm.org/index.php/events/webinars.html#membership

Club Growth Incentive Programs

Open House - $50 (includes Fall and Spring) Clubs that held an Open House during Aug-Sep/Jan-Feb and added 3 new members within four weeks 14 September Sanity - $50 Clubs that renew at least 75% of their membership by 17 September 22 Smedley Stretch - $50 Clubs which add 7 or more new, reinstated, or dual members during August-September 4 March Madness - $50 Clubs renew at least 75% of their base membership by 17 March 49

Reference: http://d4tm.org/what-s-trending

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http://d4tm.org/index.php/events/webinars.html#membership

http://d4tm.org/what-s-trending

Membership Payments (as of 4/30/2020)

Growth Team Statistics (as of 4/30/2020)

Total Leads Processed: 45

Total Leads Qualified: 27

On hold Due to Covid 19: 20

Leads, with WIP status: 17

District Growth Team

Track Chair Club Extension Dmitry Feldman, DTM Club Sponsors Aubrey Carrier, DTM, PDD Kick-off Meetings Babu Ramabadran, DTM (SF) &

Vidya Kagan (Peninsula), DTM Club Mentors Terry Joyce, DTM Club Coaches Mare Repetto, DTM Club Consultants Katherine Pratt, DTM PDD Club Ambassadors Aubrey Carrier, DTM, PDD Marketing Advisor Joe Madley, DTM, PDG, PRA

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1000

2000

3000

4000

5000

6000

Jul Aug Sep Oct Nov Dec Jan Feb Mar April May

Membership Payments 2019-20

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Kalidas Cheroolil, DTM Program Quality Director

[email protected] Club Officer Training

Total # of sessions:

*Division A Director Catrina Meyers organized an extra session in the City

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Other Educational Events

Educational Awards (7/1/2019 – 4/30/2020)

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Pathways Adoption – as of 30 April 2020

Toastmasters International report - as of 5 January 2020

Incentives

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Distinguished District Status as of 4/30/2020

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Kitzzy Avilés, DTM District 4 Director

[email protected]

District Director Report - May 2020 As we reflect on the past 10 months, there is no doubt that it’s been a challenging year. It is equally certain that all of us experienced rapid growth as leaders because we tested our limits and persevered through innovation. At the beginning of the year, I challenged us to empower each other to grow into better versions of ourselves. How did we do? The district leadership team empowered each other by establishing shared team values and operating principles to guide us throughout the year in alignment with our district mission to build new clubs and support all clubs in achieving excellence. Necessity led to innovation in both areas as we hosted fully online kick-off meetings and speech contests for the first time. Toastmasters from around the world are empowering each other to adapt to this new environment. Club meetings remain the place to practice and hone our communication skills, whether they be in person or virtual. I’m excited for more innovation as more clubs begin meeting online. As we close out this Toastmasters year, our focus will be on:

● helping clubs host online meetings ● supporting clubs in achieving their educational and membership goals ● facilitating a smooth transition to next year’s club and district leaders.

Below is our progress towards our District Goals. We still have time to make a difference. I invite all clubs and members to partner with us to finish the year strong!

District Goals

Paid Clubs

Membership Payments

Distinguished Clubs

Distinguished 145 7,080 57

Progress as of May 1 109 5,647 27


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District Mission - D4TM...May 16, 2020 · Ratification of Appointed District Officers for...

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Transcript of District Mission - D4TM...May 16, 2020 · Ratification of Appointed District Officers for...