Area W3 Council Meeting Minutes

AREA W3 2012/2013

Minutes of the 1st Area Council Meeting

Date : 26 December 2012 (Wednesday)

Time : 7:00pm – 9:10pm

Venue : Level 10, KPMG KL Tower

Attendees:

IBM Malaysia TMC	Friendship TMC	KPMG TMC	Exact TMC
Kenny Chan, TM Tan Tyng Yng, TM Wendy Yap, TM	Grace Loh, ACB, ALB Jowy Chong, CC	Alexandra Lau, CC Timothy Nakayama, ACG Daphne Au, CC Chor Chee Hoe, CC, ALB Sylvia Tan, CC	Teo Soo Loon, ACB, CL

Area Governor Welcome Address

• Introduction of Area Council Committees

Area W3 Governor, Chor Chee Hoe
Assistant Area W3 Governor Education & Training, Timothy Nakayama
Webmaster, Daphne Au
Secretary, Wendy Yap


Review and Reflection

• TLI2: Club Officers Training

Friendships Toastmasters Club (TMC) Excos who attended the Division W TLI 2 shared their experience and what they have learned from the event. This year’s TLI2 included Planning session and Summary session which the Area Governor provides advice to solve issues that faced by the clubs. Members from IBM Malaysia TMC will attend the TLI2 on 12 Jan 2013.

• DCP Achievement

Feedback from Alexandra that Area W3 has given sufficient recognition and overall AG has done a good job in sharing of information among the Area. Timothy added that prize giving session during TLI2 took up too much time and many members leave during this session. At the moment, Friendships TMC has achieved 5 out of 10 Distinguished Club Points (DCP), KPMG TMC has achieved 4 out of 10 DCP, while IBM Malaysia TMC has not achieve any point yet.

Report and Update

• Area W3 Humorous Speech & Evaluation Contests

Prizes and certificated were sponsored, food was served in potluck basis, and no door fee was collected. As for this year, it was suggested to draft out a budget, then the expenses will be shared among the clubs. Money will be collected from respective clubs prior to the contest. This suggestion has been agreed by all the attendees.

• New Club in Area W3

Hasil TMC is expecting to establish a new club in Cyberjaya. Hence, there will be 6 clubs under Area W3.

• Financial Matters

Currently there is no appointed Treasurer in Area W3 Council Committees. A suggestion was raised, where a treasurer will be appointed by the committees or the event organizer for each event or project. This suggestion has been agreed by all the attendees.

• Division W Recognition Program

Award recognition handout was distributed to the floor. Pins will be awarded to clubs with full attendance of TLI 1 & 2 and members who have achieved any educational award like Competent Communicator (CC) and Competent Leadership (CL).

• District Recognition Program

Email is received from Division Governor regarding the Seize the Moment campaign. Chee Hoe will continue to circulate information about upcoming District Recognition Program.

Planning and Strategizing

• Area W3 International Speech and Table Topics Contests

Tentatively will be held on 23 March 2013 at 2pm, expecting around 50 attendees. IBM TMC offers to sponsor the venue, and no lunch will be provided.
Organizing Chair – Alexandra Lau, Friendships TMC
Table Topic Contest Chair – non-Area W3 member
International Speech Contest Chair – KPMG or IBM Malaysia TMC
Assistant Sergeant at Arms 1 – IBM Malaysia TMC
Assistant Sergeant at Arms 2 – KPMG TMC
Ballot Counter 1 – Exact TMC
Ballot Counter 2 – Friendships TMC
Ballot Counter 3 – non-Area W3 member
Time Keeper 1 – Exact TMC
Time Keeper 2 – non-Area W3 member

• Area W3 Blog Matters

The blog is meant for all Area W3 clubs and it is seldom updated. Hence, all Areas W3 clubs are requested to contribute updates on clubs events. The blog web address is www.mytmarea.blogspot.com

• Awards and Recognition

It is not necessary to have recognition from Area level since there is recognition given at Division level. However, special Toastmasters International pins will be awarded to champions of Area W3 International Speech and Table Topics Contests as encouragement.


Area W3 Govenor Election

• Election of Area W3 Governor for the term 2013/2014

AG read out the rules and regulation of the election. Nominees are Tan Tyng Yng nominated by Wendy Yap and Timothy Nakayama nominated by Alexandra Lau. Teo Soo Loon proposed for the nomination to close and was seconded by Grace Loh.
Both Timothy and Tyng Yng gave their speeches and answered questions from the floor. One representative from each club witnessed the ballot counting performed by the AG. Tan Tyng Yng is elected as Area W3 Governor for the term 2013/2014 effective from 1 July 2013.

Other Matters

• Division W Workshop : Be The Speaker You Can Be

The workshop will be held on 19 January 2013, Saturday in University Malaya, conducted by Palaniappa Subramaniam, ACS CL and LeAnn Tang, DTM. For every 5 tickets purchased will get 50% discount.

• Friendships TMC has 10% discount on any purchase via TI website and this benefit is shared with other Area W3 clubs.  

• Announcement

KPMG TMC will have their club ISTT Contests on 22 Feb 2013.
Friendship TMC will have their club ISTT Contests on 22 Jan 2013, 6:30 pm, in Bukit Kiara.
IBM TMC will have their club ISTT Contests on 19 Feb 2013, 6:30pm in IBM Plaza.

Wendy Yap, Area W3 Secretary

Seize the Moment 3 Campaign

The Seize the Moment 3 Campaign has started and will last from 11th January 2013 – 31st March 2013.

Many interesting awards and prizes await you so check out the flyers below for more details!

Let's Seize the Moment - Go For It!

Nominations for District Officers for Term 2013-2104

Dear Fellow Toastmasters in District 51,

As we usher in the new year, it is also time for the District to call

nominations for members to serve District 51 for the term 2013 - 2014.

The term of service starts from 1st July 2013 and ends on 30th June 2014.

Nominations are sought for the following offices:

1) District Governor

2) Lieutenant Governor of Education & Training

3) Lieutenant Governor of Marketing

4) Division Governors for Divisions A, B, C, E,G, H, K, M, N, P, Q, S and W

Salient points to note:

• Ensure your nominee meets the minimum qualification requirements prior to submitting the nomination.

• Complete the attached Officer Nomination Form and Officer Agreement Release Form and email them to the District Nominating Committee Chairman, IPDG, Sue Chan, DTM ( chansnsue@yahoo.com ) All nominations are to arrive by 5pm on Monday 25th February 2013 .

• A Toastmaster of good standing in D51 may nominate another Toastmaster for an officer's position.

• All 2013-2014 positions listed above are open for nominations. There is no fixed line of succession nor is there any automatic, guaranteed progression from one office to another.

• Nominations close on Monday 25th February 2013 at 5.00pm Malaysian time.

• Election of District 51 Officers for the term 2013-2014 will take place at the District Council Meeting on Friday, 24th May 2013 at 2.00pm at  Hydro Hotel, Penang

• The positions of District Public Relations Officer, Secretary and Treasurer will be appointed by the Incoming District 51 Governor.

• The positions of Area Governors will be elected at the respective Area Council Meetings as per past practice in District 51.

CALL FOR NOMINATIONS

District Leader Mission, Purpose and Qualifications

The mission of the district is to enhance the performance and extend the network of clubs, thereby offering greater numbers of people the opportunity to benefit from the Toastmasters educational program.

DISTRICT GOVERNOR

As the district's chief executive officer, directs the district in a way which fosters strong clubs; produces maximum growth in education completions, club and membership; and is consistent with the interests of members of Toastmasters International. Responsible for motivating the district to achieve Distinguished District. Achieves the mission of the district in a manner which motivates volunteer leaders and promotes a standard of excellence in all district activities.

Qualifications (at the time of taking office) The district governor shall have served at least six (6) consecutive months as a club president and at least twelve (12) consecutive months as a lt. governor or division governor or a combination thereof.

LIEUTENANT GOVERNOR EDUCATION AND TRAINING

Under the guidance of the district governor, strives to have every club and each member reap the benefits of the Toastmasters educational program and to have every club become a Distinguished Club. Responsible for achieving Distinguished District goals for CC’s, AC’s and Distinguished Clubs. Provides direction and counsel to division governors, area governors, and club officers on the educational opportunities in Toastmasters. Responsible for the design and conduct of successful district training programs, conferences, and other district educational events.

Qualifications (at the time of taking office) The lt. governor education and training shall have served at least six (6) consecutive months as a club president and at least twelve (12) consecutive months as a lt. governor, division governor, an area governor, or a combination thereof.

LIEUTENANT GOVERNOR MARKETING

Under guidance of the district governor, makes the benefits of Toastmasters membership available to greater numbers of people. Plans, develops, implements, and directs short-term and long-term district marketing objectives. Develops and directs programs for new club development, club rescue efforts, club membership promotion, and membership retention. Responsible for achieving Distinguished District goals for membership and club growth. Promotes standards of service to the member and to the club.

Qualifications (at the time of taking office) The lt. governor marketing shall have served at least six (6) consecutive months as a club president and at least twelve (12) consecutive months as a lt. governor, division governor, an area governor, or a combination thereof.

DIVISION GOVERNOR

Achieves the mission of the district within the division, accomplishing district goals in membership building and retention, club extension, and educational accomplishments. Ensures that each club realizes its mission and fulfills its responsibilities to its members. Responsible for achieving Distinguished Division Program goals and for ensuring that areas and clubs within the division achieve Distinguished status. Serves the division clubs by providing district support and resources through the area governors.

Qualifications (at the time of taking office) A division governor shall have served at least six (6) consecutive months as a member of a district council (e.g., club president, vice president education, area governor, district secretary, district treasurer).

Fellow Toastmasters,

Whether we are nominating a member or we are being nominated, please bear in mind that we come in whole heartedly to serve District 51. Once the commitment is made, the responsibility is upon the team to work towards the common goal - the growth and development of the members and clubs. Every club constitutes the pulse of District 51 and it is the District leaders who will have to serve and ensure that the clubs are run according to the guidelines laid down by Toastmasters International.

All the best to the candidates who are nominated and wishing all a meaningful journey in Toastmasters - Where Leaders Are Made.

Seize this Moment to Serve in District 51!

Ramdas Nayar, DTM

District 51 Governor 2012-2013

" Seize the Moment"

Email: ramdas.nayar@gmail.com