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Semi Annual Business Meeting 2020 | District 82 Sri Lanka
P a g e | 1
Online District Executive Committee Meeting and District Council Meeting September 2020
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 2
CONTENTS
Topic
Page Number
Toastmasters International Envisioned future, Values and Mission 3
District Leadership Team 4
District Extended Team 5
Area Directors 6
Notice of Semi-Annual District Executive Committee Meeting 8
Notice of Semi-Annual District Council Meeting 9
District Executive Committee Meeting Agenda 10
District Council Meeting Agenda 11
Minutes of District Executive Committee Meeting – May 2020 12
Minutes of District Council Meeting – May 2020 23
District Success Plan for the year 2020-2021 44
Budget Summary for the year 2020-2021 55
Profit & Loss Account in USD for the year 2019-2020 56
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 3
TOASTMASTERS INTERNATIONAL MISSION
We empower individuals to become more effective communicators and leaders.
DISTRICT MISSION We build new clubs and support all clubs in achieving excellence.
CLUB MISSION
We provide a supportive and positive learning experience in which members are empowered to develop
communication and leadership skills resulting in greater self-confidence and personal growth
TOASTMASTERS INTERNATIONAL VALUES
- Integrity
- Respect
- Service
- Excellence
TOASTMASTERS INTERNATIONAL ENVISIONED FUTURE
To be the first-choice provider of dynamic, high-value experiential communication and leadership skills
development.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 4
DISTRICT LEADERSHIP TEAM 2020-2021
Designation Name
District Director DTM Noorul Munawwara
Program Quality Director DTM Srianthie Salgado
Club Growth Director DTM Nisal Weerakoon
Immediate Past District Director DTM Sarmaa Mahalingam
Administration Manager DTM Shehara Dissanayake
Finance Manager TM Sarani Wijerathne
Public Relations Manager DTM Mafaz Ifharm
Division A Director DTM Manik Urala Dissanayake
Division B Director DTM Nuwan Chathuranga
Division C Director DTM Upali Tissera
Division D Director DTM Zafraz Lameer
Division E Director DTM Probodini Senavirathne
Division F Director DTM Shazuli Raheem
Division G Director DTM Chaturanga Ratnasinghe
Division H Director TM Kapila H K Mithrarathne
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 5
DISTRICT EXTENDED TEAM 2020-2021
Designation Name
Logistics Manager TM Jeewana Pradeep
Club Data Analyst and Mentor - Mentee program Coordinator
DTM Ganga Fernando
District Awards & Recognition Chair TM Chamila Gamage
District Chief Judge DTM Zameen M Saleem
Assistant District Chief Judge DTM Ruwan Jayasooriya
Distinguished Club Program (DCP) Chair TM Lasni Sellahewa
Toastmasters Learning Institute (TLI) Chair TM Amal Kaluarachchi
Assistant TI Chair TM Thakshila Jayasena
Club Quality Chair DTM Shiham Nawaz
Assistant Club Quality Chair DTM Hingston Lovell
Club Extension & Retention Chair (Divisions A&E) DTM Zaidh Naushard
Club Extension & Retention Chair (Divisions C&D) TM Hisham Alif
Club Extension & Retention Chair (Divisions B&G) DTM Moditha Sendanayake
Club Extension & Retention Chair (Divisions F&H) TM Sujith Jayasuriya
Club Coach Chair DTM Dilini Pathiranawasam
Assistant Club Coach Chair TM Ahmed Abdullah
Membership Growth Chair TM Hashini Silva
Assistant PR Manager DTM Inshaf Mohamed
PR Coordinator - District TM Chathuranga Vithanage
District Brand Expert & Creative Lead TM Nandula Asel Karunasingha
PR Coordinator - Program Quality TM Tharika Fernando
PR Creative Lead - Program Quality TM Thariq Shabbir Dole
PR Coordinator - Club Growth DTM Hisham Yasir
PR Creative Lead - Club Growth TM Uvindu Chandrasiri
Content Specialist TM Umrah Musaffer
Content Specialist TM Dinesh Liyanage
Audit committee chair DTM Sitha Kathigamanathan
Audit committee member TM Dilhani Senaviratne
Audit committee member DTM Keerthi Wijekulasuriya
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 6
AREA DIRECTORS 2020-2021
Designation Name
Area A1 Director TM Zamani Nazeem
Area A2 Director TM Dilhari Thakshila Jayatilake
Area A3 Director TM Niroshan Dharmakantha
Area A4 Director TM Jeffry Prageswaran
Area A5 Director TM Achini S. Randeniya
Area B1 Director TM M. A. Poorna Manushka
Area B2 Director TM H.M. Chulani S.K. Seneviratne
Area B3 Director TM Ahamed Arshad Nizam
Area B4 Director TM Jacintha Monushia Mani
Area C1 Director TM Muhammed Saeed
Area C2 Director TM Rosanne Ranasinghe
Area C3 Director TM Nufail Saheel
Area C4 Director DTM Purnima Gamage
Area C5 Director TM Mariam Zaheer
Area D1 Director TM M.R.A. Hakeem
Area D2 Director TM Nilanthi Chandramali
Area D3 Director TM Buddika Kaushalya De Silva
Area D4 Director TM Raveen Lankanatha
Area D5 Director TM Aruna Mahendra Ananda
Area E1 Director TM Laxmi Senthilnathan
Area E2 Director TM Anuradha Bandara
Area E3 Director TM Nirosha Dandeniya
Area E4 Director TM Shanika Gunasekara
Area E5 Director TM D. T. Mario De Silva
Area F1 Director TM Chamil Madusanka
Area F2 Director TM Shamil Aniff
Area F3 Director TM Kanchana Lokunarangoda
Area F4 Director DTM Muhammadh Humaidh
Area F5 Director TM Senani Egodage
Area G1 Director TM Areeb Mohideen
Area G2 Director TM Mohammed Shiham Ali
Area G3 Director TM Shivaharan Arumugam
Area G4 Director TM Robert Vijey
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 7
Area G5 Director DTM Buddhima Subasinghe
Area H1 Director TM Pubudu Chathuranga Wijerathna
Area H2 Director TM R M Anupama Rajapaksha
Area H3 Director TM G. Hishana Martinesz
Area H4 Director TM Lalani Wijesekara
Area H5 Director TM Ramanan Sriskanthan
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 8
TOASTMASTERS INTERNATIONAL – DISTRICT 82 Notice Of Semi-Annual District Executive Committee Meeting
(Online)
Notice is hereby given that the Semi-Annual Business Meeting of District Executive Committee and District Council, District 82 of Toastmasters International will be held on September 26th, 2020 (Saturday). This will be an online meeting. Timing: 09:00 A.M. - 10:45 A.M. - District Executive Committee Meeting 11:00 A.M. - 01:00 P.M. - District Council Meeting If you would like to bring up any items for discussion during the Council meeting which needs to be part of the Agenda, please write back to me with the details before 5th September 2020. The minutes of the last District Executive Committee Meeting and District Council Meeting are attached. Registration: Email with registration details for attending this meeting will be published with the agenda on 12th September. Registration is required for attending the meetings. Notes: * The District Executive Committee consists of District Top 7, Division Directors, Area Directors and District Extended Team * The District Council consists of the District Executive Committee, the Presidents and Vice Presidents of Education of all the Clubs of District 82
(This notice was sent to Top 7, Division Directors, Area Directors & District Extended Team on 1st
September 2020)
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 9
TOASTMASTERS INTERNATIONAL – DISTRICT 82 Notice of Semi-Annual District Council Meeting
Notice is hereby given that the Semi-Annual Business Meeting of District Council, District 82 of Toastmasters International will be held on September 26th, 2020 (Saturday). This will be an online meeting. Timing: 11:00 A.M. – 1.00 P.M. - District Council Meeting If you would like to bring up any items for discussion during the Council meeting which needs to be part of the Agenda, please write back to me with the details before 5th September 2020. The minutes of the last District Council Meeting are attached. Registration: Email with registration details for attending this meeting will be published with the agenda on 12th September. Registration is required for attending the District council meeting. Notes: * The District Council consists of District Top 7, Division Directors, Area Directors, District Extended Team, the Presidents and Vice Presidents of Education of all the Clubs of District 82 * Attendance is mandatory for all the Presidents & VPEs * There is NO proxy concept as this is an online meeting.
(This notice was sent to all Club Presidents and Vice Presidents of Education with a copy to Top 7,
Division Directors & Area Directors on 1st September 2020)
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 10
SEMI ANNUAL DISTRICT EXECUTIVE COMMITTEE MEETING,
2020-2021
AGENDA
Time Item Designation Name
09:00 AM Meeting called to order District Director DTM Noorul Munawwara
09:02 AM Welcome Address District Director DTM Noorul Munawwara
09:07 AM Inspirational Opening Imm. Past District Director DTM Sarmaa Mahalingam
09:14 AM District Mission Administration Manager DTM Shehara Dissanayake
09:16 AM Adoption of Agenda Administration Manager DTM Shehara Dissanayake
09:18 AM Roll call Parliamentarian
09:20 AM Credentials Committee Report Administration Manager DTM Shehara Dissanayake
09:22 AM Adoption of Minutes Administration Manager DTM Shehara Dissanayake
09:25 AM Presentation of P&L, Audit
Report Imm. Past District Director DTM Sarmaa Mahalingam
09:40 AM
Appointment of DLC Chair,
Realignment Chair and Audit
Committee
District Director DTM Noorul Munawwara
09:50 AM Report of Finance Manager Finance Manager TM Sarani Wijerathne
09:55 AM Report of Public Relations
Manager Public Relations Manager DTM Mafaz Ifharm
10:05 AM Report of Club Growth Director Club Growth Director DTM Nisal Weerakoon
10:15 AM Report of Program Quality
Director Program Quality Director DTM Siranthie Salgado
10:25 AM Report of District Director District Director DTM Noorul Munawwara
10:35 AM Any Other Business District Director DTM Noorul Munawwara
10:44 AM Date & Venue of Next Meeting District Director DTM Noorul Munawwara
10:45 AM Meeting Adjourned District Director DTM Noorul Munawwara
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 11
SEMI-ANNUAL DISTRICT COUNCIL MEETING 2020-2021
AGENDA
Time Item Designation Name
11:00 AM Meeting called to order District Director
DTM Noorul Munawwara
11:02 AM Welcome Address District Director DTM Noorul Munawwara
11:05 AM Inspirational Opening Imm. Past District Director DTM Sarmaa Mahalingam
11:12 AM District Mission Administration Manager DTM Shehara Dissanayake
11:13 AM Adoption of Agenda Administration Manager DTM Shehara Dissanayake
11:15 AM Roll call Parliamentarian
11:17 AM Credentials Committee Report Administration Manager DTM Shehara Dissanayake
11:19 AM Adoption of Minutes Administration Manager DTM Shehara Dissanayake
11:21 AM Ratification of District Officers District Director DTM Noorul Munawwara
11:23 AM Adoption of District Success
Plan
District Director DTM Noorul Munawwara
11:25 AM Adoption of District Budget District Director DTM Noorul Munawwara
11:30 AM Appointment of DLC Chair,
Realignment Chair and Audit
Committee
District Director DTM Noorul Munawwara
******** Commencement of Voting ********
11:40 AM Division Directors’ Reports
(5 minutes each)
Division Directors
A,H,B,G,C,F,D,E
12:25 PM Report of Finance Manager Finance Manager TM Sarani Wijerathne
12:30 PM Report of Public Relations
Manager
Public Relations Manager DTM Mafaz Ifharm
12:35 PM Report of Club Growth Director Club Growth Director DTM Nisal Weerakoon
12:45 PM Report of Program Quality
Director
Program Quality Director DTM Siranthie Salgado
12:55 PM Report of District Director District Director DTM Noorul Munawwara
01:05 PM Any Other Business District Director DTM Noorul Munawwara
01:15 PM Date & Venue of Next Meeting District Director DTM Noorul Munawwara
01:20 PM Meeting Adjourned District Director DTM Noorul Munawwara
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 12
MINUTES OF THE ONLINE ANNUAL DISTRICT EXECUTIVE
COMMITTEE MEETING OF DISTRICT 82, TOASTMASTERS
INTERNATIONAL-2020
(Prepared by DTM Keerthi Wijekulasuriya, Administration Manager 2019-2020)
Date : May 29th. 2020
ROLL CALL
Attendance
District Officers 9
Division Directors 15
Area Directors 72
District Extended Team 20
TOTAL 116
MEETING CALLED TO ORDER
The meeting was called to order by District Director DTM Sarma Mahalingam. He announced that DTM
Ajantha Jayawardene will serve as the Parliamentarian for the meeting.
INSPIRATIONAL OPENING
An insightful inspirational opening was delivered by Immediate Past District Director DTM Suganthi
Periasamy. She narrated a story about a sparrow and an eagle and made a comparison of the two birds
when in a challenging situation. When raining the eagle flew above the clouds and found alternate
destinations for food whereas the sparrows found shelter and made quite a babble due to the scarcity of food.
The moral of the story is to in a challenging situation focus on your vision and guide your team to success.
Toastmasters, “Be an Eagle Leader and not a Sparrow Leader”.
MISSION STATEMENTS
The Mission of District 82 was read out by Administration Manager DTM Keerthi Wijekulasuriya.
WELCOME ADDRESS
District Director DTM Sarma Mahalingam warmly addressed the members. He spoke about the challenging
times we are facing and the need to change our mind set to rise above obstacles. He recounted his
experiences in the pandemic situation of how people strived for normalcy in a confined lockdown period. He
regaled the membership by stating, “We, as Asians are always brimming with resilience and our ability to
bounce back in any adverse situation is immensely creditable”. He thanked all the District Leaders for
contributing to the success of the District amidst many obstacles.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 13
ANNOUNCEMENT OF QUORUM
Co Credentials Chair, DTM Moditha Attanagoda announced the number of eligible voters and the number of
registered voters in the District Executive Council.
Eligible Voters Registered Voters
101 96
ADOPTION OF THE AGENDA
The Administration Manager stated that the Agenda was circulated on 15th. May 2020 and requested to
adopt it and second it. PR Manager TM Safra Anver proposed and Area Director D2 TM Raghavan Sridhar
seconded it.
ADOPTION OF PREVIOUSLY HELD DISTRICT EXECUTIVE COMMITTEE MEETING
The Administration Manager stated that the minutes of the Semi Annual Executive Committee meeting were
available in pages 59 to 62 in the booklet. The minutes were proposed by Area Director O5, TM Bala
Subramaniam and seconded by Division Director H, DTM Tharaka Amarasena.
REPORT OF THE ADMINISTRATION MANAGER
The Administration Manager DTM Keerthi Wijekulasuriya applauded the fact that the tenure was declared as
the year of Quality. Precedence was given to achieving Educational Goals which resulted in a massive haul
of projects being completed. Also, emphasis was laid on providing opportunities for leadership and member
engagement through an enjoyable environment. As D82 and D120 were going their separate ways from
JULY 2020, she enlightened the members of the rich cultures that bound both districts and the knowledge
that would nurture all members in long years to come.
REPORT OF THE PUBLIC RELATIONS MANAGER
The Public Relations Manager, TM Safra Anver in her report mentioned the events initiated by the PR Team
for the year. Taking precedence were the Smedley Walk organized by Awakening Toastmasters and the
Online programme featuring Pres Vasilev, World Champion of Public Speaking 2013, organized by
Expolanka Toastmasters. In a bid to promote the Toastmaster movement among the corporates in Sri Lanka
District 82 was present with a stall which drew large crowds at the Annual HR Conference. The PR Webinars
on branding guidelines, Testimonials which coerced members to post their experiences, PR WhatsApp
Community, D82 Scrap Book, 6 Word Story Campaign and Friendship Day Campaign brought the members
together in a sense of camaraderie throughout the year. She thanked the PR Team for their creative journey
throughout the tenure.
REPORT OF FINANCE MANAGER
Finance Manager presented the Financials for the Quarters ending 31st December 2019 and 31st March
2020 to The District the Leaders. Finance Manager explained that despite having a positive variance in the
membership revenue as at 31st December 2019 the position had drastically changed due to COVID 19
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 14
resulting in a negative variance as at 31st March 2020. Furthermore Finance manager informed the
Committee that the Ovation refunds have all been processed in both Tamil Nadu and Sri Lanka. There were
claims which could not be sent due to the limited courier service in both countries and the Finance Manager
requested the leaders to submit these claims. All claims for which the originals have been received are
already processed by the Finance Manager and the Assistant Finance Manager Tamil Nadu. The Finance
Manager clarified the questions from the Leaders and thereafter the financials were adopted and proposed
by Division Director J, DTM Hingston Lovell and seconded by CGD D82A, TM Satish Menon.
REALIGNMENT COMMITTEE REPORT D120
The Realignment Committee Report of D120 was presented by the Club Growth Director of D82B-TM
Satish Menon. DTM Jayan Narayan was appointed as the Realignment Chair for the tenure.
The new structure envisaged that each division had an equal number of Chennai clubs and Out station clubs.
The rationale behind this move was to have one wholesome district under 120, one single unit and equal
leadership opportunities for all members. As district growth will be seamless, having a mix of Community
clubs and Corporate clubs in each division would ensure more competitiveness and thus more challenging
contests. More ideas, more collaboration, cross pollination and the sharing of best practices would result in
the emergence of a team of Quality Toastmasters. This structure would also facilitate the same corporate,
having more than one district leader visiting the club which would enhance more support and more ideas.
The vision: One single large family with no imaginary boundaries.
REALIGNMENT COMMITTEE REPORT D82
The Realignment Committee Report of D82 was presented by the Club Growth Director of District 82A DTM
Srianthie Salgado. DTM Sudash Liyanage was appointed as the Realignment Chair for D82 at the outset of
the tenure. He relinquished his duties halfway on being appointed as a Regional Adviser, but was responsible
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 15
for the initial Realignment Structure. At the Mid-Year Review each division was requested to appoint a
representative to be in the committee. The committee comprised of 2 Division Directors and 5 nominated
Division Directors. 06 of the committee attended the meeting together with the nominated District Director.
Two proposals were put forward, ie to realign the clubs in the divisions according to geographical location
and the other to confine clubs as much as possible to the present divisions. The Committee members were
in favour of the second proposal.
A few changes were requested within Divisions and they were done. Two areas from Division H, 1 area
from each from Division F & M were shifted to the new division, Division B. Division B consists of areas with
clubs in close proximity. Division M will be renamed as Division D, Division J will be herein named as
Division G.
The Area A4 raised a query on the clubs which belonged to A4 which was only three and one club had not
renewed. It was resolved be agreeing to take it off-line and discuss with the incoming Division Director to
make the necessary changes.
REPORT OF CLUB GROWTH DIRECTOR - D82B
TM Satish Menon presenting his report spoke of how the members swiftly adapted to online meetings due to
the pandemic situation though there is hesitation among the membership regarding the long term continuity.
Renewals were favourable given the current situation but a better picture envisaged by end June.
Renewals as at 27th. May 2020
268 clubs were paid clubs out of a club base of 322. 15,418 members had paid out of a membership base of
17,480. District D82 has the highest number of renewals across all districts with 11379 payments. Also,
District D82 is the third highest in terms of new member additions with 3,246 payments.
New Clubs and Prospective Clubs for the D82B
Division No of new clubs No of prospective clubs
B 2 3
D 1 3
G 2 5
I 1 2
K 3 1
L 2 1
N 1
O 2 2
Membership Loss
Division No of clubs with membership loss
No of suspended clubs
B 4 3
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 16
D 1 3
G 4 3
I 5 1
K 4 2
L 4
N 4 3
O 2 1
45 Clubs were recipients of the Smedley ribbon, 31 clubs were awarded the Talk up Toastmasters Award
and so far 8 clubs were awarded the Beat the Clock award. Though the pandemic situation had brought about
a drop in membership renewals in corporate clubs, healthy renewals could be seen in community and College
student clubs. He thanked the Division Directors and Area Directors for their performance despite the adverse
circumstances.
REPORT OF CLUB GROWTH DIRECTOR –D82A
DTM Sriyanthie Salgado presented her report which consisted of three main sections.
1. Membership payments with the expected 8% growth.
2. Membership building awards
3. New clubs.
Membership payments
Division Base Membership Current Membership
A 562 425
C 484 315
E 524 417
F 523 409
H 607 398
J 597 437
M 565 375
Clubs were diligently working towards achieving the 8% growth with the guidance of Division Directors and
Area Directors. 39 clubs had achieved the 8% growth. On average 77% of renewals had been done towards
achieving this goal across the district. 64 Clubs were recipients of the Smedley ribbon, 35 clubs were awarded
the Talk up Toastmasters Award and so far 8 clubs were awarded the Beat the Clock award.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 17
Membership building awards
The Smedley award, The Talk-up Toastmasters Award and Beat the Clock Award acted as incentives to build
membership. Most clubs aspired for the Smedley Award and all divisions had achievements from a minimum
of 7 to a maximum of 12.
New and prospective clubs
Division No of New Clubs No of Prospective Clubs
A 1 2
C 1
E 2
F 1 1
H 3 1
J 1
M 2
The Club Growth Director urged the members to work towards a more solid membership during the balance
30 days so that by end June 2020 the district could win the coveted Smedley Award. She thanked her team
comprising of Mentor Pool Chair DTM Shiham Nawaz, Club Extension Chair DTM Sanjeewa Fonseka and
Club Retention Chair TM Ranishka Wimalasena for their services.
ELECTION FOR THE ACCEPTANCE OF REALIGNMENT REPORTS
RESULTS
D120 PROPOSAL
86% in favour 14% not in favour
D82 PROPOSAL
87% in favour 13% not in favour
As more than 50% of voters were in favour of the reports in both districts, the District Director stated that
both proposals were valid.
REPORT OF PROGRAME QUALITY DIRECTOR- D82B
Programme Quality Director, TM Pravin Mani presenting his report for D82 B, stated that it was of utmost
importance that we adhere to the mission of District 82. Building new clubs and supporting all clubs would
ensure the emergence of prospective clubs and then hence new clubs. As per the District Director’s vision,
emphasis was laid on Quality over Quantity across the district.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 18
Club Officer Training
Other than 5 clubs in Term one and 13 clubs in Term two, four or more members were trained at Club Officer
Training programme. 80% of clubs with minimum of 4 officers trained achieved 5 or more DCP points. 95%
of clubs with all officers trained in both terms achieved 5 or more DCP points.
TLI Events
TLI events were held in Chennai, Vellore, Trichy, Madurai and Tirunelveli. 1,526 members were trained in 35
events. In keeping with the District Director’s directives much effort was taken to cover the entire district.
Pathways Adoption
All divisions have over 70% adoption and the overall adoption across the district is 82%. He thanked TI for
constantly updating the Base Camp site for the ease and acquirement of knowledge of all members.
Educational awards and DCP points
He thanked the PQD Team for their untiring efforts in their quest to raise the bar in quality across the
district.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 19
REPORT OF PROGRAMME QUALITY DIRECTOR D82A
DTM Noorul Munawwara presenting her report stated the importance of adhering to the District Mission and
helping clubs to achieve excellence. Also in keeping with the vision of D82, from the outset of the tenure and
throughout providing quality membership experience was given precedence.
At the outset of the tenure the following bench marks were set.
Minimum membership base of 25. For a stronger base reach up to 30
Minimum 2 Educational Awards per club
Every member to complete a minimum of 1 project.
Achieve 100% Pathways adoption by April 30th. Latest May 31st .
Due to the COVID 19 pandemic situation the guidelines were adapted.
Continue with online meetings especially joint meetings until situation returns to normalcy
Focus on clubs which needed improvement in renewal status and achieving DCP goals
Guidance for new clubs to achieve DCP goals
Club Officer Training
132 members were trained in the first term and 146 members were trained in the second term.
TLI Events
1,238 members were trained in the 15 TLI events held throughout the country. Many experienced resource
personnel from the district along with Past International President DTM Arunasalam Balraj shared their
knowledge to train members.
Pathways Adoption
Overall Pathways adoption was over 67% in all divisions and on average it was 75% across the districts. On
average adoption by club officers was 89%, new members 40% and other members 765.
DCP Goals
22 clubs had less than 3 points , 28 clubs 3-4 points and 106 clubs 5 or more points by end May 2020.District
Officers will be guiding clubs to achieve more points in the month of June
Educational Awards
A massive haul of 1,239 Educational awards were achieved by end May 2020.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 20
TI Recognition
She commended TI for grasping the reticence of the COVID 19 situation and proffering an array of awards
in recognition for excelling in a sluggish period. The Silver and Gold Educational awards, The Great Revival
Award, Membership Consistency Award and Membership Resiliency Award are the awards offered for
recognition. She thanked past district directors, current District Officers and other resource personnel for the
service rendered in training members throughout the tenure.
DISTRICT DIRECTOR’S REPORT
District Director DTM Sarma Mahalingam presented a summary of the achievements of the district.
Commenting on renewals first, he opined that 65 more clubs have to renew for the district to achieve Select
Distinguished status and urged members to fast tract renewals. 22 clubs were already chartered and if the
14 prospective clubs could be chartered during the tenure, reaching Select Distinguished status would be
possible.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 21
Payments at a glance as at end May 2020
It was a matter of jubilation that 75% renewals have been recorded, the highest retention the district has
achieved in recent times achieving 4% extra. This was a result of the district vision of maintaining quality
member engagement. The numbers required to achieve the Distinguished status, Select Distinguished
status, Presidents Distinguished status and the coveted Smedley Distinguished status was explained.
Educational Awards
3,425 Educational awards were on board, the highest the district has achieved in the last 5 years. Pathways
adoption and completion of projects in the Legacy system was very commendable. D82B has achieved 2,214
awards in contrast to 1,211 by D82A. D82B members had well comprehended the aspect of acquiring “Value
for Money”. He urged D82A members to take a cue from D82B and strive for more Educational goals.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 22
Contests
The contests had progressed up to the Semifinals by 29th. May 2020. The content and delivery of speeches
were of a high standard. The District Director commended the members for adapting to online contests and
showcasing their best.
He concluded his presentation quoting that every negative situation results in a positive aspect and urged
the membership to strive towards achieving more goals in the balance 30 days.
The meeting was adjourned at 11.47 hours. The District Council meeting was scheduled to commence at
12.30 hours.
The next District Executive Committee meetings of District 82 and District 120 would be held on 20th.
September 2020 and 6 th. September 2020 respectively.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 23
MINUTES OF THE ONLINE ANNUAL DISTRICT COMMITTEE
MEETING OF DISTRICT 82, TOASTMASTERS INTERNATIONAL -
2020
(Prepared by DTM Keerthi Wijekulasuriya, Administration Manager 2019-2020)
Date : 30th May 2020
Time : 12:30 hours to 5:30 hours
ROLL CALL
Attendance
District Leaders 9 Division Directors 15 Area Directors 72 Extended team 20 Presidents & Vice Presidents of Education 460 Total 576
MEETING CALLED TO ORDER
The meeting was called to order by District Director DTM Sarma Mahalingam. He anounced that DTM Ajantha
Jayewardene will serve as the Parliamentarian for this meeting.
INSPIRATIONAL OPENING
Immediate Past District Director DTM Suganthi Periyasamy delivering an insightful message quoted one of
Batman’s famous sayings, “All men have limits. They learn what they are and learn not to exceed them. But
I as Batman ignore mine.” She urged the membership not to focus on their limits but to expand their horizons
and reach for the pinnacle.
ANNOUNCEMENT OF QUORUM
The Co Credentials Chair DTM Moditha Attanagoda presented the Credentials Committee report. There are
267 eligible clubs in the District. Each club receives two votes, one for the president and one for the Vice
President Education. To achieve a quorum one third of the presidents and Vice Presidents Education of the
eligible clubs which is 178 should be registered. A total of 460 presidents and Vice Presidents Education
have registered. As such we have reached a quorum. Out of the 101 members in the District Executive
Council 96 are present but they do not count towards reaching a quorum.
Total ballots available are 534. If everybody votes a simple majority would be 50% plus one.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 24
ADOPTION OF AGENDA
The Administration Manager announced that the Agenda was circulated on 15th. May 2020 and requested
to adopt and second same. The adoption of the agenda was proposed by TM Cherryzen Vonhagt and
seconded by Area Director C1, TM Amjad Zameel.
THE MISSION STATEMENT
The Mission of District 82 was read out by Administration Manager DTM Keerthi Wijekulasuriya
ADOPTION OF THE MINUTES OF THE PREVIOUSLY HELD SEMI ANNUAL DISTRICT COUNCIL
MEETING
The Semi Annual District Council meeting was held on 28th. September 2019. The Administration Manager
DTM Keerthi Wijekulasuriya stated that the minutes of the meeting were already circulated and published in
pages 63 to 69 in the booklet. Division M Director TM Mafaz Ifharm proposed that the minutes were in order
and was seconded by Area Director G5 Vidhya Boopalan.
REPORT OF ADMINISTRATION MANAGER
The Administration Manager expounded the co essentials of Administration, Professionalism, discipline,
validity and timeliness. She deciphered the importance of listening skills in carrying out duties and
understanding the value of human connection that should take precedence. Along with technology it is the
understanding of the diversity and talents of members that ensures our success. Administration
encompasses communicating within and across borders. Knowledge of the environmental factors governing
a person and access to resources is a vital factor. This enables leaders to give members guidance to optimize
operational efficiency. She stated that as the reigns pass to a new team of district leaders and as members
of Srilanka and India go their separate ways to district 82 and district 120, the rich cultures that bound
members of the two countries would nurture all members for long years. In conclusion she quoted the words
of Oprah Winfrey, the media proprietor. “Step out of the history that is holding you back. Step into the new
story you are willing to create.”
REPORT OF PUBLIC RELATIONS MANAGER
The Public Relations Manager, TM Safra Anver in her report mentioned the many events initiated by the PR
Team for the year. Taking precedence were the Smedley Walk organized by Awakening Toastmasters and
the Online programme featuring Pres Vasilev, World Champion of Public Speaking 2013, organized by
Expolanka Toastmasters. In a bid to promote the Toastmaster movement among the corporates in Srilanka
District 82 was present with a stall which drew large crowds at the Annual HR Conference. The PR Webinars
on branding guidelines, Testimonials which coerced members to post their experiences, PR WhatsApp
Community, D82 Scrap Book, 6 Word Story Campaign and Friendship Day Campaign brought the members
together in a sense of camaraderie throughout the year. She thanked the PR Team for their creative journey
throughout the tenure.
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REPORT OF FINANCE MANAGER
Finance Manager presented the Financials for the Quarters ending 31st December 2019 and 31st March
2020 to The District the Leaders. Finance Manager explained that despite having a positive variance in the
membership revenue as at 31st December 2019 the position had drastically changed due to COVID 19
resulting in a negative variance as at 31st March 2020. Furthermore, Finance manager informed the
Committee that the Ovation refunds have all been processed in both Tamil Nadu and Sri Lanka. There were
claims which could not be sent due to the limited courier service in both countries and the Finance Manager
requested the leaders to submit these claims. All claims for which the originals have been received are
already processed by the Finance Manager and the Assistant Finance Manager Tamil Nadu. The Finance
Manager clarified the questions from the Leaders and thereafter the financials were adopted.
ADOPTION AND CERTIFICATION OF P&L ACCOUNT
Area Director G2 TM Shashank Dwivedi proposed that the accounts were in order and DTM Mario
Wickramarachchi seconded it.
DIVISION DIRECTORS’ REPORTS
Division A Director- TM Asitha Vidanagamage
Number of clubs in the Division (as of July 1st. 2019) 21
Current club count 19
Membership (as of July 1st. 2019) 582
Current membership 424
New clubs- IQSSL Toastmasters club
Division B Director- DTM Sreenath Thulasi
Number of clubs in the Division (as of July 1st. 2019) 23
Current club count 20
Membership (as of July 1st. 2019) 599
Current membership 600
New clubs- Perammbur Speakers Toastmasters Club, Gemba Bilingual Club
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Division C Director- DTM Muhammed Sheikh Ahmed
Number of clubs in the Division (as of July 1st. 2019) 21
Current club count 17
Membership (as of July 1st. 2019) 484
Current membership 314
New clubs –
Division D Director- TM Srinath Raghunathan
Number of clubs in the Division (as of July 1st. 2019) 17
Current number of clubs 18
Membership (as of July 1st. 2019) 438
Current membership 353
New clubs –WBG Chennai Taslkstars
Division E Director- TM Mahesh Abeyesekara
Number of clubs in the Division (as of July 1st. 2019) 19
Current number of clubs 21
Membership (as of July 1st. 2019) 526
Current membership 430
New clubs- NSBM Toastmasters club, AATSL Emerging Toastmasters Club
Division F Director- DTM Ganga Fernando
Number of clubs in the Division (as of July 1st. 2019) 22
Current number of clubs 21
Membership (as of July 1st. 2019) 528
Current membership 409
New clubs –
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Division G Director- TM Pintu Champ Mahato
Number of clubs in the Division (as of July 1st. 2019) 22
Current number of clubs 22
Membership (as of July 1st. 2019) 537
Current membership 385
New clubs- CES Toastmasters Club, Vibrant Virtusa Toastmasters Club, Hindustan College of Arts & Science
Toastmasters Club
Division H Director- DTM Tharaka Amarasena
Number of clubs in the Division (as of July 1st. 2019) 25
Current number of clubs 28
Membership (as of July 1st. 2019) 612
Current membership 388
New Clubs-Lyceum Gampaha Toastmasters Club, Lyceum Athugalpura Toastmasters Club, JHC Old Boys
Toastmasters Club
Division I Director- TM Manasa Maram
Number of clubs in the Division (as of July 1st. 2019) 20
Current number of clubs 20
Membership (as of July 1st. 2019) 499
Current membership 482
New clubs –
Division J Director- DTM Hingston Lovell
Number of clubs in the Division (as of July 1st. 2019) 23
Current number of clubs 21
Membership (as of July 1st. 2019) 598
Current membership 437
New clubs –
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Division K Director- TM K. Kalyan
Number of clubs in the Division (as of July 1st. 2019) 21
Current number of clubs 24
Membership (as of July 1st. 2019) 524
Current membership 395
New clubs- DXC DLF Chennai Toastmasters Club, Sindhi School Speakers Toastmasters Club, Sindhi
School Oraters Toastmasters Club
Division L Director- DTM Sivakumar Pallaniappan
Number of clubs in the Division (as of July 1st. 2019) 27
Current number of clubs 24
Membership (as of July 1st. 2019) 595
Current membership 542
New clubs - Questdale Toastmasters Club
Division M Director- TM Mafaz Ifharm
Number of clubs in the Division (as of July 1st. 2019) 22
Current number of clubs 16
Membership (as of July 1st. 2019) 613
Current membership 362
New clubs- Ogilvy Toastmasters Club, Camso GIT Toastmasters Club
Division N Director- TM Singaravelan Venkatasen
Number of clubs in the Division (as of July 1st. 2019) 19
Current number of clubs 13
Membership (as of July 1st. 2019) 475
Current membership 268
New clubs- SG Toastmasters Club
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Division O Director- TM Usha Krishnan
Number of clubs in the Division (as of July 1st. 2019) 21
Current number of clubs 23
Membership (as of July 1st. 2019) 527
Current membership 397
New clubs- HSBC Talkathon Toastmasters Club, Talkpad @Infinite Toastmasters Club
REPORT OF CLUB GROWTH DIRECTOR - D82B
TM Satish Menon presenting his report spoke of how the members swiftly adapted to online meetings due to
the pandemic situation though there is hesitation among the membership regarding the long term continuity.
Renewals were favourable given the current situation but a better picture was envisaged by end June.
Renewals as at 27th May 2020
268 clubs were paid clubs out of a club base of 322. 15418 members had paid out of a membership base of
17480.District D82 has the highest number of renewals across all districts with 11379 payments. Also, District
D82 is the third highest in terms of new member additions with 3246 payments.
New clubs and Prospective Clubs for the D82B
Division No of new clubs No of prospective club
B 2 3
D 1 3
G 2 5
I 1 2
K 3 1
L 2 1
N 1
O 2 2
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Membership Loss
Division No of clubs with membership loss
No of suspended clubs
B 4 3
D 1 3
G 4 3
I 5 1
K 4 2
L 4
N 4 3
O 2 1
45 Clubs were recipients of the Smedley ribbon, 31 clubs were awarded the Talk up Toastmasters Award
and 8 clubs were awarded the Beat the Clock award.
Though the pandemic situation had brought about a drop in membership renewals in corporate clubs, healthy
renewals could be seen in community and student clubs. He thanked the Division Directors and Area
Directors for their performance despite the adverse circumstances.
REPORT OF CLUB GROWTH DIRECTOR –D82A
DTM Sriyanthie Salgado presented her report which consisted of three main sections.
1. Membership payments with the expected 8% growth.
2. Membership building awards
3. New clubs
Membership payments
Division Base Membership Current Membership
A 562 425
C 484 315
E 524 417
F 523 409
H 603 398
J 597 437
M 565 375
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Clubs were diligently working towards achieving the 8% growth with the guidance of Division Directors and
Area Directors. 39 clubs had achieved the 8% growth. On average 77% of renewals had been done towards
achieving this goal across the district. 64 Clubs were recipients of the Smedley ribbon, 35 clubs were awarded
the Talk up Toastmasters Award and 8 clubs were awarded the Beat the Clock award.
Membership building awards
The Smedley award, The Talk-up Toastmasters Award and Beat the Clock Award acted as incentives to build
membership. Most clubs aspired for the Smedley Award and all divisions had achievements from a minimum
of 7 to a maximum of 12.
New and prospective clubs
Division No of New Clubs No of Prospective Clubs
A 1 1
C 2
E 2
F 1 1
H 3 1
J 1
M 2
The Club Growth Director urged the members to work towards a more solid membership during the balance
30 days so that by end June 2020 the district could win the coveted Smedley Award. She thanked her team
comprising of Mentor Pool Chair DTM Shiham Nawaz, Club Extension Chair DTM Sanjeewa Fonseka and
Club Retention Chair TM Ranishka Wimalasena for their services.
REALIGNMENT COMMITTEE REPORT D120
The Realignment Committee Report of District120 was presented by the Club Growth Director of D82B, TM
Satish Menon.
DTM Jayan Narayan was appointed as the Realignment Chair for the tenure.
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The new structure envisaged that each division had an equal number of Chennai clubs and out station clubs.
The rationale behind this move was to have one wholesome district under 120, one single unit and equal
leadership opportunities for all members. As district growth will be seamless, having a mix of Community
clubs and corporate clubs in each division would ensure more competitiveness and thus more challenging
contests. More ideas, more collaboration, cross pollination and the sharing of best practices would result in
the emergence of a team of Quality Toastmasters. This structure would also facilitate the same corporate,
having more than one district leader visiting the club which would enhance more support and more ideas.
The vision: One single large family with no imaginary boundaries.
REALIGNMENT COMMITTEE REPORT D82
The Realignment Committee Report of D82 was presented by the Club Growth Director of District 82A DTM
Srianthie Salgado.
DTM Sudash Liyanage was appointed as the Realignment Chair for D82 at the outset of the tenure. He
relinquished his duties halfway on being appointed as a Regional Adviser, but was responsible for the initial
Realignment Structure. At the Mid Year Review each division was requested to appoint a representative to
be in the committee. The committee comprised of 2 Division Directors and 5 nominated Division Directors.
06 of the committee attended the meeting together with the nominated District Director. Two proposals were
put forward, ie to realign the clubs in the divisions according to geographical location and the other to confine
clubs as much as possible to the present divisions. The Committee members were in favour of the second
proposal.
A few changes were requested within Divisions and they were done. Two areas from Division H, 1 area from
each from Division F & M were shifted to the new division, Division B. Division B consists of areas with clubs
in close proximity. Division M will be renamed as Division D, Division J will be herein named as Division G.
The Area A4 raised a query on the clubs which belonged to A4 which was only three and one club had not
renewed. It was resolved be agreeing to take it off-line and discuss with the incoming Division Director to
make the necessary changes.
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REPORT OF PROGRAME QUALITY DIRECTOR- D82B
Programme Quality Director, TM Pravin Mani presenting his report for D82 B, stated that it was of utmost
importance that we adhere to the mission of District 82. Building new clubs and supporting all clubs would
ensure the emergence of prospective clubs and then hence new clubs. As per the District Director’s vision,
emphasis was laid on Quality over Quantity across the district.
Club Officer Training
Other than 5 clubs in Term one and 13 clubs in Term two, four or more members were trained at Club Officer
Training programme. 80% of clubs with minimum of 4 officers trained achieved 5 or more DCP points. 95%
of clubs with all officers trained in both terms achieved 5 or more DCP points.
TLI Events
TLI events were held in Chennai, Vellore, Trichy, Madurai and Tirunelveli. 1526 members were trained in 35
events. In keeping with the District Director’s directives much effort was taken to cover the entire district.
Pathways adoption
All divisions have over 70% adoption and the overall adoption across the district is 82%. He thanked TI for
constantly updating the Base Camp site for the ease and acquirement of knowledge of all members.
Educational awards and DCP points
He thanked the PQD Team for their untiring efforts in their quest to raise the bar in quality across the district.
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REPORT OF PROGRAMME QUALITY DIRECTOR D82A
DTM Noorul Munawwara presenting her report stated the importance of adhering to the District Mission and
helping clubs to achieve excellence. Also in keeping with the vision of D82, from the outset of the tenure and
throughout providing quality membership experience was given precedence.
At the outset of the tenure the following bench marks were set.
Minimum membership base of 25. For a stronger base reach up to 30
Minimum 2 Educational Awards per club
Every member to complete a minimum of 1 project.
Achieve 100% Pathways adoption by April 30th. Latest May 31st .
Due to the COVID 19 pandemic situation the guidelines were adapted.
Continue with online meetings especially joint meetings until situation returns to normalcy
Focus on clubs which needed improvement in renewal status and achieving DCP goals
Guidance for new clubs to achieve DCP goals
Club Officer Training
132 members were trained in the first term and 146 members were trained in the second term.
TLI Events
1238 members were trained in the 15 TLI events held throughout the country. Many experienced resource
personnel from the district along with Past International President DTM Arunasalam Balraj shared their
knowledge to train members.
Pathways Adoption
Overall Pathways adoption was over 67% in all divisions and on average it was 75% across the districts. On
average adoption by club officers was 89%, new members 40% and other members 765.
DCP Goals
22 clubs had less than 3 points , 28 clubs 3-4 points and 106 clubs 5 or more points by end May 2020.District
Officers will be guiding clubs to achieve more points in the month of June.
Educational Awards
A massive haul of 1,239 Educational awards were achieved by end May 2020.
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TI Recognition
She commended TI for grasping the reticence of the COVID 19 situation and proffering an array of awards
in recognition for excelling in a sluggish period. The Silver and Gold Educational awards, The Great Revival
Award, Membership Consistency Award and Membership Resiliency Award are the awards offered for
recognition. She thanked past district directors, current District Officers and other resource personnel for the
service rendered in training members throughout the tenure.
DISTRICT DIRECTOR’S REPORT
District Director DTM Sarma Mahalingam presented a summary of the achievements of the district.
Commenting on renewals first, he opined that 65 more clubs have to renew for the district to achieve Select
Distinguished status and urged members to fast tract renewals. 22 clubs were already chartered and if the
14 prospective clubs could be chartered during the tenure, reaching Select Distinguished status would be
possible.
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Payments at a glance as at end May 2020
It was a matter of jubilation that 75% renewals have been recorded, the highest retention the district has
achieved in recent times achieving 4% extra. This was a result of the district vision of maintaining quality
member engagement .The numbers required achieving the distinguished status, Select Distinguished status,
Presidents Distinguished status and the coveted Smedley Distinguished status was explained.
Educational Awards
3,425 Educational awards were on board, the highest the district has achieved in the last 5 years. Pathways
adoption and completion of projects in the Legacy system was very commendable. D82B has achieved 2,214
awards in contrast to 1,211 by D82A. D82B members had well comprehended the aspect of acquiring “Value
for Money”. He urged D82A members to take a cue from D82B and strive for more Educational goals.
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Contests
The contests had progressed up to the Semifinals by 29th. May 2020. The content and delivery of speeches
were of a high standard. The District Director commended the members for adapting to online contests and
showcasing their best.
He concluded his presentation quoting that every negative situation results in a positive aspect and urged
the membership to strive towards achieving more goals in the balance 30 days.
ELECTIONS FOR THE ACCEPTANCE OF REALIGNMENT REPORTS
RESULTS
D120 PROPOSAL
89% in favour 11% not in favour
D82 PROPOSAL
92% in favour 8% not in favour
As more than 50% of voters were in favour of the reports in both districts, the District Director declared that
both proposals were valid and accepted by the District Council.
REPORT OF NOMINATIONS COMMITTEE
The District Leadership Committee of 2019/2020 was chaired by DTM Suganthi Periyasamy. The District
Director invited the DLC Chair to present her report which is as follows.
The DLC Chair expressed her gratitude to the following DLC members.
Division Committee member
A Saliya de Silva
B Ashok V DTM
C Udeni Gnanaweera DTM
D Lioyd Israel DTM
E Dilrukshi Rajapakse DTM
F Shehara Dissanayake
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G Chandrasekar Subramaniam
H Lawrance Madapatha DTM
I Vijayarangan
L J Sonia Vitarana DTM
K Thomas Abraham DTM
L Mayur Venkatesh DTM
M Saleem M Zameen DTM
N Nina John DTM
O Subhadip Banil DTM
Nomination Slates of District Leader candidates for 2020/2021
DISTRICT 82
Leadership Position Nominated Candidates
District Director Noorul Munawwara DTM
Programme Quality Director Piyakara Darshin Jayaratne DTM
Srianthie Marian Salgado DTM
Club Growth Director Nisal Weerakoon DTM
Division A Director Manik Dissanayake
Division C Director Upali Tissera
Division E Director Probodini Senevirathne DTM
Division F Director Shazuli Raheem
Division H Director No nominations received
Division J Director Chaturanga Ratnasinghe
Division M Director Zafraz Lameer DTM
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Nominations of candidates received subsequently and seven days prior to the District Council meeting
Club Growth Director - Mahinda Karunakara
Division B Director - Nuwan Chathuranga
- K. Pirabakaran DTM
Division H Director - Kapila Mithrarathne
DISTRICT 120
Leadership Position Nominated Candidates
District Director Pravin Mani
Programme Quality Director Satish Menon
Club Growth Director Kalyan S
P D Parthasarathy DTM
Division B Director Balamurugan S
Vaikunth Venkatesh
Division D Director Prashanth Sree DTM
Sabareesh Rajendran
Division G Director Alex Jacob DTM
Vidhya Boopalan
Division I Director Mohanakrishnan G
Division K Director Prakash P
Prasanna Jayakumar
Division L Director Malarvizhi DTM
Division N Director Arunkumar Cotha
Division O Director Arthi Mangalam Jayaraj
Nominations of candidates received subsequently and seven days prior to the District Council meeting
Division G Director - Shashank Dwivedi
ELECTIONS
The Parliamentarian , DTM Ajantha Jayawardene explained the ground rules of the elections and advised
members to adhere to the rules set by Toastmasters International. Co Credential Chairs, DTM Moditha
Attanagoda and DTM Vijayalakshmi Soundararajan briefed the council members regarding the procedures
to be followed at the online elections conducted through the eBalloter platform.
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The District Director conducted the elections.
D120 Elections
District Director- Since there were no other nominations, TM Pravin Mani the nominated candidate was
declared as the District Director of District 120 for the year 2020/2021 and a single vote was casted in his
favour.
Program Quality Director- Since there were no other nominations, TM Satish Menon the nominated candidate
was declared as the Program Quality Director of District 120 for the year 2020/2021 and a single vote was
casted in his favour.
Club Growth Director-TM S Kalyan and DTM P D Parthasarathy were the nominated candidates. A secret
ballot was held.
Results
Total no of votes-213
Total votes completed- 73.7%
Candidate No of votes polled %
S. Kalyan 105 49.3
P. D. Parthasarathy 108 50.7
DTM P D Parthasarathy was declared as the Club Growth Director for District 120 for the year 2020/2021.
Division B Director- The nominated candidates were Balamurugan S and Vaikunth Venkatesh. A secret ballot
was held.
Results
Total no of votes-216
Total votes completed- 74.74%
Candidate No of votes polled %
Balamurugan S 54 25
Vaikunth Venkatesh 162 75
Vaikunth Venkatesh was declared as the Division Director of Division B for District 120 for the year
2020/2021.
Division D Director- The nominated candidates were Prashanth Sree DTM and Sabareesh Rajendran. A
secret ballot was held.
Results
Total no of votes-219
Total votes completed- 75.78%
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Candidate No of votes polled %
Prashant Sree 163 74.43
Sabareesh Rajendran 56 25.57
Prashanth Sree DTM was declared as the Division Director of Division D for District 120 for the year
2020/2021.
Division G Director- The nominated candidates were Alex Jacob DTM, Vidhya Boopalan and Shashank
Dwivedi. A secret ballot was held.
Results
Total no of votes-220
Total votes completed- 76.12%
Candidate No of votes polled %
Alex Jacob 113 51.36
Vidhya Boopalan 68 30.91
Shashank Dwivedi 39 17.73
Alex Jacob DTM was declared as the Division Director of Division G for District 120 for the year 2020/2021.
Division I Director- Since there were no other nominations, the nominated candidate Mohanakrishnan G was
declared as the Division Director of Division I for District 120 for the year 2020/2021 and a single vote was
casted in his favour.
Division K Director- The nominated candidates were Prakash K .P and Prasanna Jayakumar. A secret ballot
was held.
Results
Total no of votes-201
Total votes completed- 69.55%
Candidate No of votes polled %
Prakash K P 138 68.66
Prasanna Jayakumar 63 31.34
Prakash K.P was declared as the Division Director of Division K for District 120 for the year 2020/2021.
Division L Director- Since there were no other nominations, Malavizhi DTM was declared as the Division
Director of Division L and a single vote was casted in her favour.
Division N Director- Since there were no other nominations, Arunkumar Cotha was declared as the Division
Director of Division N for District 120 for the year 2020/2021 and a single vote was casted in his favor.
Division O Director- Since there were no other nominations, Arthi Mangalam Jayaraj was declared as the
Division Director of Division O for District 120 for the year 2020/2021 and a single vote was casted in her
favor.
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D82 Elections
District Director- Since there were no other nominations, Noorul Munawwara DTM was declared as the
District Director of District 82 for the year 2020/2021 and a single vote was casted in her favour.
Programme Quality Director- The nominated candidates were Piyakara Darshan Jayaratne DTM and
Sriyanthie Marian Salgado DTM. A secret ballot was held.
Results
Total no of votes-190
Total votes completed- 69.09%
Candidate No of votes polled %
Srianthie Marian Salgado 107 56.32
Piyakara Darshin Jayaratne 83 43.68
DTM Sriyanthie Marian Salgado was declared as the Program Quality Director of District 82 for the year
2020/2021.
Club Growth Director- The nominated candidates were Nisal Weerakoon DTM and Mahinda Karunakara. A
secret ballot was held.
Results
Total no of votes-188
Total votes completed- 68.36%
Candidate No of votes polled %
Nisal Weerakoon 97 51.6
Mahinda Karunakara 91 48.4
DTM Nisal Weerakoon was declared as the Club Growth Director of District 82 for the year 2020/2021.
Division A Director- Since there were no other candidates Manik Dissanayake was declared as the Division
Director of Division A of District 82 for the year 2020/2021 and a single vote casted in his favor.
Division B Director- The nominated candidates were Nuwan Chathuranga and K. Pirabakaran DTM. A secret
ballot was held.
Results
Total no of votes-170
Total votes completed- 61.82%
Candidate No of votes polled %
Nuwan Chathuranga 115 67.65
K. Pirabakaran 55 32.35
Nuwan Chathuranga was declared as the Division Director of Division B for District 82 for the year 2020/2021.
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Division C Director- Since there were no other nominations, Upali Tissera DTM was declared as the Division
Director of Division C for District 82 for the year 2020/2021 and a single vote was casted in his favour.
Division E Director- Since there were no other nominations, Probodini Senavirathne DTM was declared as
the Division Director of Division E for District 82 for the year 2020/2021 and a single vote was casted in her
favour.
Division F Director- Since there were no other nominations, Shazuli Raheem was declared as the Division
Director of Division F for District 82 for the year 2020/2021 and a single vote was casted in his favour.
Division H Director- Since there were no other nominations, Kapila Mithrarathne was declared as the Division
Director of Division H for District 82 for the year 2020/2021 and a single vote was casted in his favour.
Division J Director- Since there were no other nominations, Chaturanga Ratnasinghe was declared as the
Division Director of Division J for District 82 for the year 2020/2021 and a single vote was casted in his favour.
Division M Director- Since there were no other nominations, Zafraz Lameer DTM was declared as the Division
Director of Division M for District 82 for the year 2020/2021 and a single vote was casted in his favour.
The District Director concluded the meeting thanking the Credentials Team, the eBalloter Team and the Zoom
Masters for the astute manner in which the elections were conducted. He also thanked all members of the
council who worked tirelessly to ensure that the two meetings were conducted smoothly. He informed that
the next District Committee meetings of District 82 and District 120 will be held on 20th September 2020 and
6th September 2020 respectively.
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DISTRICT SUCCESS PLAN
Values
Toastmasters International’s core values are integrity, dedication to excellence, service to the member, and respect for
the individual. These are values worthy of a great organization and should be incorporated as anchor points in every
decision made within the organization. Toastmasters’ core values provide a means of guiding and evaluating the
organization’s operations, planning, and vision for the future.
What are the district’s core values?*
• Focus on Enriching the member with knowledge
• Engage the member in all activities carried out in the fraternity by providing opportunities
• Empower the member so that they reveal their full potential
• Create an environment where the member can Enjoy their journey in Toastmasters
Team Operating Principles
What principles does the team hold? (These principles might include trust, safe learning, collaboration, etc.)*
• To have open and honest communications
• To foster an environment of safe learning by being goal oriented
• To have SMART goals
• To encourage a culture of cohesive collaboration across the district
Potential Obstacles
What obstacles will the team have to consider when strategizing? (These might include conflicting personal
commitments, distance, unresolved conflict, etc.)*
• Resistance to change – to move out of their comfort zones
• Reluctance of leaders to address and resolve conflicts
• Finding resource personnel, sponsors, coaches for clubs in remote areas
• Fluctuation of exchange rates
Meeting Protocol
In general, how will the team process tasks? (For example, consider how often to meet or call, what the team’s meeting
practices will be, etc.)*
1. During the bi-annual Division contests the TRIO along with Division Directors and Area Directors meet
the Division council members
2. Monthly Division Council meetings are planned by the Division Directors
3. The PQD & CGD will meet their respective team as and when required
4. Review meetings are planned with District Executive Council once in 2 months
5. The TRIO will have online weekly meetings and in person meeting as and when required
6. TRIO and team will transmit communications only upto Division Directors and empower Division
Directors to make it reach to clubs through respective area directors
7. General announcements to reach entire membership will be broadcasted through PRM. Any specific
achievements and recognition will be notified by signed communication by respective trio but will be
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 45
published by PRM team. This is to ensure no one receive multiple communication of same subject
and to maintain protocol effectively
Team Interactions and Behavioral Norms
How will decisions be made?*
Decisions are made after internal discussion among the TRIO. These decisions are cascaded down. We also
empower our leaders to take their decisions by keeping the Core Values and the members in mind.
What will be the team’s method of communication? Determine the team’s first preference, second preference, and so
on.
1. Formal Communication is by Email followed by telephone calls
2. Telephone calls are made for urgent and immediate solutions
3. Group social media services are also used to disseminate information and discussions
4. In-person meetings happen for immediate and urgent decisions
5. In person meetings happen for common views as and when we meet leaders
6. District website is also a medium to share information and highlights
7. Teams are empowered to have their social media groups to discuss issues and pass information
What will the communication parameters be? Parameters might include whether the team communicates by phone or
email, whether the team sets up a weekly conference call, or how often team members can expect to communicate.
As an energetic District, we do not define communication frequencies. Teams are motivated and they
frequently communicate. Leaders have their own daily, weekly and monthly schedules. For urgent matters
they prefer to call by phone
How will the team resolve differences of opinion?
1. Open discussion and allow every member of the team to voice out their opinion. Decisions are taken
based on the opinion of the majority.
2. Electronic and raise-the-hand decisions are taken to obtain the majority count.
3. When confusion arises, the District Director takes the decision.
4. In order to solve grey areas regarding bylaws and protocol, we seek TI HQ support.
How will the team support one another?
1. Listen to each other’s issues and share the experience and wisdom.
2. Connect with senior Toastmasters in the fraternity to get their input and reflection
3. Speak about the Toastmasters International core values for better decisions and for better leadership
4. Remind each other about their responsibilities and empower them to be great leaders
5. Use mentoring techniques and to share the experience and wisdom to make better leaders
How will the team ensure equitable participation when completing activities?
1. Leaders are trained and equipped with tools to fulfill their responsibilities.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 46
2. Leaders are empowered to take decisions by respecting the core values and member interest.
3. The TRIO will ensure that all team members have well defined SMART goals.
4. Remind all Area Directors and Division Directors regarding their official reporting and to support them
to fulfill their duties.
How will team members be held accountable for their responsibilities?
1. Through continuous recognition
2. Continuous reminder of their responsibilities
3. Quarterly review meetings to reiterate their progress and responsibilities.
4. Provide resources and tools to make them important and responsible.
5. Constant communication with leaders to address their issues.
6. To hold them responsible, request them for their plan, time frame, and their commitment to complete
their tasks.
How will the core team and extended teams be recognized for their efforts?
1. Formal recognition at the and Division Contests/Conferences
2. Congratulatory emails and calls to recognize achievements
Membership Payments Growth
Situation Analysis
What is the current situation in the district? How many members did the district add last year? Does the district have
special challenges? (One situation might be that membership payments usually arrive close to deadline making it
necessary to hurry to meet goals.)*
The District 82A added 2095 new payments through new members and Charter members. However, the net
membership payments is only 8040 (June 30, 2020) - 8607 (July 1, 2019) = -567 payments. As of June 30th
2020, 164 clubs out of the total 170 clubs have added new members during the last year. The District was
not able to meet the membership growth goal of 8% last year due to Covid 19 but was able to mange to have
positive net club growth of 3. However, the following challenges are present:
1. Most clubs complete renewals only during the last week of Sep/March
2. Payments are not done on time. Some of the clubs renew only after the deadlines (Oct/April). On the
other hand, some of the corporate clubs delay payment as approvals or wire transfer process is
commenced late in the cycle
3. Some of the weak clubs renew only after the deadlines (Oct/April). Same is the case with some of the
corporate clubs as approvals or wire transfer process is commenced late in the cycle.
4. Addition of new members in weak clubs, to bring membership count to 8 or 20 takes places only in
May & June.
5. Member attrition is high in corporate clubs as members leave for overseas opportunity or leave the
organization for various reasons or are unable to attend meetings due to heavy project schedules
with deadlines.
Strategy
What actions will the district take? What has worked in the past? What has not? What new programs or incentives could
the district implement? How will the district promote existing programs? How have other districts been successful? What
could the district do to stretch this goal? (The strategy might include actions, such as creating a contest promoting early
submission of dues.)*
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 47
1. As the first step, the District trained the Division Directors and Area Directors on Enhancing Club
Quality, during the DOTP. Club officers have also been trained on membership building and retention
during the District sponsored Club Officers Training program. We need to be aware of any unforseen
situation which might arise in Sep / March
2. Area Directors have been requested to complete the 1st round of club visits by Sep 30th, and 2nd
round of club visits by Feb 29th. This will help the AD, DD, and the Trio to analyse the situation and
address this issue
3. Clubs have been encouraged to conduct Moments of Truth twice a year - by Aug 30th and Jan 31st.
This will help the club officers to solicit feedback from members, thus aiding them to correctly identify
the challenges present.
4. Clubs have been requested to complete the Club Success Plan by Aug 30th. The situation will be
analyzed at the end of September and Cub coaches will be appointed in October to address the clubs
with less than 12 members
5. District has instituted awards to build membership payments, and member retention.
Action 1: Understand the root cause of the membership problems that the club is facing and appropriate
methods will be devised to overcome the same, and the CGD Team will assist the Area Directors in this
effort. This will help overcome the problem of last minute as well as late payments.
Action 2: The Area Director Visit reports will be reviewed by the Trio, and will be discussed with the AD & DD
during the review meetings held every two months. This will help the District understand what additional
support is required by the clubs. Area Directors submitting the reports within the stipulated period of time will
be one of the qualifiers for the Star Area Director award. Similarly, the DD qualifies for the Star Division
Director award.
Action 3: To encourage higher percentage of retention, the District has introduced 8-80 membership awards
which motivate clubs to add 8 new members between July-Sep and Dec-Mar along with 80% membership
retention.
Action 4: To encourage submission of renewals, District will also recognize all clubs who complete payment
for a minimum of 25 members by Sep 30th and March 31st. To encourage addition of new members, District
will recognize clubs that win all the 3 membership building awards - Smedley, Talk up Toastmasters, and
Beat the Clock
Action 5: Club Coaches will be assigned to clubs with less than 12 members. Club coaches will be trained.
For other weak clubs, educational sessions to motivate members will be organized by the AD, in addition to
the TLI programs. Division Directors will also be visiting the weak clubs to motivate them. Based on necessity,
the Trio will visit weak clubs in remote areas to motivate members. A club coach team has been appointed
to the extended Teams. The struggling clubs in each Division have been identified and the mentor pool team
will work closely with the identified struggling clubs and forward a monthly progress report to CGD.
Resources
What people, equipment, meeting places, and money does the district have at its disposal? What committee could work
toward the goal? Are any members interested in heading projects toward leadership goals? How much money has been
budgeted for achieving this goal? (Resources might include area and division governors and gi certificates to the
Toastmasters store.) *
The District has appointed 4 Club Retention Chair & Extension Chairs - Each of these 4 members will check
on the progress of 2 divisions.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 48
1. New member orientation programs are being organized under the TLI banner to orient newly joined
members across the District.
2. District will support Struggling clubs with Educational speakers, and printed promotional materials for
membership building.
3. In remote areas, awareness meetings/roadshows will be organized to bring new members to
struggling clubs. The District has budgeted rental for meeting venues for awareness meetings, travel
for educational speakers.
4. In addition, wherever requested, District has also allotted funds for extra club visits for the for the Club
Retention team.
5. District will conduct training programs for Club Mentors, Club Coach team and to provide them tips
on how to encourage clubs to add new members.
6. District has instituted the following awards - 8-80 award, Triple star award, Excellence in club building
for Club Coaches and Mentors, and Beyond Boundaries award.
Assignments
Who is in charge of each action? Who is on each team? What are each team member’s specific responsibilities?*
The CGDs along with the Retention & Extension chairs are responsible for the various assignments, and for
following up with the respective Division Directors and Area Directors.
Action 1*: Reports on the payments made during the last 2 renewal cycles will be extracted from the TI
dashboard. Using this as the base, the Membership retention & extension team will work with clubs that have
made last minute/late payments in the past, to motivate their members to submit dues on time.
Action 2*: Flyers to promote the membership awards will be done of the District PRM team. In addition, the
Divisions have Assistant Division Directors for Club Growth who will support the clubs in this effort. A
WhatsApp group comprising of CGD team, and VPMs will be created to answer any queries the VPMs might
have regarding member renewal/addition.
Action 3: Area Directors and Division Directors, during their visits will motivate the club to understand the
benefits of adding new members.
Action 4: Identify struggling clubs where roadshows/awareness meetings are required. A calendar will be put
in place to carry out this action item.
Action 5: District Trio has designed award schemes to promote membership retention and growth
achievements. The award scheme has also been uploaded on the www.d82.org website. The following
awards help in promoting membership building and retention - VISION 82 awards, Golden Gavel Award,
Quality Club Award, 8 – 80 Award, Beyond Boundaries, Rising Star, Phoenix Award, Excellence in Club
building, Star Area Director, and Star Division Directors.
Timetable
When will each action item begin? When will each action item be complete? How will progress be tracked?*
Membership retention for Oct 2020 renewal cycle has already begun, for April 2021, it will commence in Feb
2021.
Promotional campaigns for the 3 membership awards will commence 3 weeks prior to the new member
addition duration prescribed by TI.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 49
Clubs qualifying for the District 82 membership building awards elaborated in Action points will be announced
in the District 82 website (d82.org) with an updated tracker. The submission deadlines have already been
published through District website. District Director will have quarterly meetings with the CGD & Retention &
Extension chairs to review the progress towards revival of weak clubs.
Action 1*: Awareness and promotional activities for 3 membership building awards at least 14 days prior to
the start date of the membership addition duration.
Action 2*: Awareness and promotional activities for 2 renewal cycles to be commenced by the 1st week of
August 2020 and the 1st week of February 2021.
Action 3: Area Director visits reports, and/or Moments of Truth will be reviewed prior to the District Executive
Committee meeting in Sep. The DEC will meet quarterly to review the progress towards this goal.
Action 4: CGD team will publish congratulatory messages and fliers through email, Facebook. Clubs winning
the awards will be recognized at the Division contests.
Action 5: CGD will have monthly meetings with the CGD team to review the progress towards revival of
struggling clubs.
Club Growth
Situational Analysis
What is the current situation in the district? How many clubs did the district add last year? Does the district have special
challenges? (One situation might be that members in the district don’t know how to generate interest in new clubs.)*
Last year, the district 82Aadded 17 new clubs and closed 14 existing clubs. For the current year we have
added 1 new club. Last year, new clubs were added towards the last few weeks of May/June. Interests
generated towards new clubs require more focused follow up so that clubs can be chartered during the first
6 months of the year. This will help the current leaders to hand hold the club for a considerable period of time
which lays a solid foundation for the club. New Clubs formed in remote areas need more assistance towards
club mentoring, and sustainability.
Strategy
What actions will the district take? What has worked in the past? What has not? What new programs or
incentives could the district implement? How will the district promote existing programs? How have other
districts been successful? What could the district do to stretch this goal? (The strategy might include actions,
such as appointing a club extension chair to pursue leads and scheduling demonstration meetings.)*
At the DOTP, DEC members were briefed about the significance of chartering clubs early in the year. As a
part of the CGD team, there are 4 Club Extension & Retention Chairs. Any new lead that comes up will be
assessed by the CGD team. Subsequently, the CGD team will guide the respective Division Directors / Area
Directors to organize the demo meeting. Area Directors/Division Directors who charter new clubs leading to
their Area/Division becoming President's Distinguished will be recognized at the Annual conference.
Action 1: Continue to train Area Directors, Division Directors, and CGD Team every quarter on how to
generate new leads, and build sustainable clubs.
Action 2: CGD Team will proactively look out for leads or will create leads in remote cities/towns to build new
clubs. This effort is in addition to the effort put in by the ADs, and DDs.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 50
Action 3: While chartering clubs in remote cities/towns, clusters of clubs will be formed, thus paving way for
a stronger sustainability & mutual growth. Standalone clubs consume a lot of effort to reach a matured level.
Action 4: Progress on this goal will be reviewed at the quarterly reviewing meeting. Additionally, the District
Director will hold quarterly calls with the CGD team to understand the challenges in this area, and will come
up with plans to overcome the same. Post September, monthly calls will be held with Division Directors to
review the progress.
Action 5: Conduct promotional activities, in Educational fairs, HR Conclave, Professional conferences etc.,
to promote Toastmasters awareness among the public.
Resources
What people, equipment, meeting places, and money does the district have at its disposal? What committee could work
toward the goal? Are any members interested in heading projects toward leadership goals? How much money has been
budgeted for achieving this goal? (Resources might include a club extension committee, a demonstration team, and
infokits@toastmasters.org.)*
To promote and achieve Club Growth, as part of the CGD team, there are four Club Retention & Extension
Chairs who are ably assisted by Assistant Division Directors Club Growth. The district has allocated adequate
budget for the purpose of enabling new clubs by working the strategies stated above. Additional assistance
to be provided for clubs chartering in remote areas based on the availability of resources. The District has
allocated an estimated budget of USD 775/- provided we earn the targeted membership growth.
Assignments
Who is in charge of each action? Who is on each team? What are each team member’s specific responsibilities?*
The Area Directors, Division Directors, Assistant Division Directors Club Growth along with the Club
Retention & Extension chairs are responsible for sourcing new leads, and subsequently converting them into
club charters. The District will organize training sessions to the DEC on these areas as part of the Quarterly
review meeting. District will organize sessions to train members on how to serve as Club Sponsors, and
Mentors.
Action 1*: Generation of prospective leads - DD, AD, Assistant Div. CGDs CGD team, and Speechcraft
coordinators are responsible to get leads and to convert same into clubs.
Action 2*: Organizing proper demo meetings, hire venue (if required), print promotional material explaining
the benefits of Toastmasters club and for its members. Assist new club in charter paper work.
Action 3: Club Retention & Extension Chairs to actively work with ADs, DDs and Assistant CGDs to form new
community clubs in remote cities/towns and appoint teams to make sure they become sustainable.
Action 4: Speechcraft Coordinators will ensure that the sessions are of very high quality, which would lead to
opening of new clubs especially in the Corporate sector
Action 5: CGD team to coordinate “Road Shows” along with respective ADs, DDs and Assistant CGDs. They
will form a team for each Road Show/Awareness meeting and get the existing club members in the vicinity
to make promotions, get prospective public to attend the event. In addition to follow-up on the participants to
convert them into Toastmasters.
Timetable
When will each action item begin? When will each action item be complete? How will progress be tracked?*
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 51
The CGD team has a spreadsheet tracker in which new leads will be entered as soon as one is generated.
This tracker will be updated periodically as and when each of the items mentioned above is completed. The
team members are aware of their responsibilities.
Progress on this goal will be reviewed at the quarterly reviewing meeting. Additionally, the District Director
will hold quarterly calls with the CGD team to understand the challenges in this area, and will come up with
plans to overcome the same. Calls will be held with Division Directors to review the progress every two
months.
Action 1*: Quarterly training sessions to the Area Directors, Division Directors, and CGD Team on how to
generate leads.
Action 2*: Progress on this goal will be reviewed at the quarterly reviewing meeting. Additionally, the District
Director will hold quarterly calls with the CGD team to understand the challenges in this area, and will come
up with plans to overcome the same. Quarterly calls will be held with Division Directors to review the progress.
Action 3: Within the next 4 months, organize two club demo meetings per division, which will eventually lead
to the formation of minimum of 20 new clubs.
Action 4: Charter at least two community clubs or corporate club by Dec 2020 by each Division. A continuous
progress review would be done with the club Retention & Extension chairs and the Assistant Division
Directors Club Growth.
Action 5: After one month from the date of charter, receive feedback from the club as well as club mentors to
guide them to achieve distinguished status before end of June 2021.
Distinguished Clubs
Situation Analysis
What is the current situation in the district? What percent of district clubs are typically Distinguished? Do members
understand how to achieve success? Does the district have special challenges? (One situation might be that members
in the district don’t know how to achieve success.)*
During the year 2019-2020, 68.94% clubs were distinguished. 78 clubs were President Distinguished, 10
were Select Distinguished and 22 were distinguished. 04 out of 16 new clubs chartered during 2019/20 too
achieved Distinguished Status.
During DOTP, the entire team of Division Directors and Area Directors were briefed on achieving
Distinguished status by Clubs. During the club officers training program, they were enlightened on how to
achieve distinguished status as a team. Each and every club officer role in achieving DCP status was well
informed to make them understand that it is a team effort and their specific role in the DCP chart.
The challenge the district is faced with is that some clubs which achieve DCP Goals struggle to maintain a
20-member base or member base + 5. We had 14 such clubs by end of June 2020.
Strategy
What actions will the district take? What has worked in the past? What has not? What new programs or incentives could
the district implement? How will the district promote existing programs? How have other districts been successful? What
could the district do to stretch this goal? (The strategy might include actions, such as training all area and division
governors on the Distinguished Club Program.)*
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 52
A DCP chair was appointed to monitor performance of the clubs in Sri Lanka. She will follow up with clubs
and identify their need and forward their recommendation to PQD and PQD will discuss with DD/AD and will
formulate a strategy to address such issues. The PQD team will have a general resource panel. Clubs would
be able to request for resource personal to train club members. There would be online trainings which would
happen on a monthly basis specifically for Pathways. In addition, each Division Director will have training
sessions for Pathways. The PQD team will analyze the current clubs into groups and assist new clubs and
clubs in need of assistance to uplift their members’ educational requirements.
Action 1*: Club officers were requested to complete their club success plan and discuss with Area Directors.
Also, all the clubs were requested to submit club success plan on or before 15th August which will assist the
District team to identify the challenges in each club.
Action 2*: The DCP chair will follow up on DCP progress and intimate to PQD team to follow up with DD/AD.
Members who earn education awards will be announced to the entire District membership through web site,
social media and via email to club officers to motivate members at the end of every month.
Action 3: Pathways evaluation, mentoring, new member orientation, effective meetings, contest management
and judges training are scheduled for both terms and programs will be conducted in Colombo, outstation and
through Zoom to reach and enrich each and every club. The District has offered a reward scheme for clubs
which send a minimum of 3 members who attend TLI training programs.
Action 4: The TLI team together with the PQD team will also initiate online training for members who are
interested in attending Pathways training sessions & educational sessions on speech content and delivery.
Action 5: The MOT output will be analyzed by Area Directors and DCP chairs and Area Director Visit report
will be analyzed by PQD and timely action will be taken to address if clubs need District attention. Review
meetings with Division Directors once in two months will be arranged and performance of clubs will be
reviewed.
Resources
What people, equipment, meeting places, and money does the district have at its disposal? What committee could work
toward the goal? Are any members interested in heading projects toward leadership goals? How much money has been
budgeted for achieving this goal? (Resources might include area and division governors and the Distinguished Club
Program and Club Success Plan (Item 1111).)*
The PQD team has a TLI Chair and each division has a TLI Coordinator. The Club Quality Chair has an
Assistant and will be working with the Assistant Division Directors PQD of each division. In addition, the PQD
has Pathways team - A pathways coordinator has been appointed from each division and will monitor the
progress of each division.
Assignments
Who is in charge of each action? Who is on each team? What are each team member’s specific responsibilities?*
The TLI Chair would coordinate arranging TLI Events such as Train the Trainer, Pathways Evaluation,
Mentoring Session, New member orientation program, Contest Management and Judges Training program.
Rental for venue and printed materials will be supplied by District. Senior Toastmasters equipped with
extensive experience and knowledge is used as resource persons. TLI programs are arranged to improve
quality of club meetings and enrich members.
All clubs have been requested to submit the Club Success Plan by 31st August. PQD Team will go through
Club Success Plan and will discuss with Area Directors. Also, a follow up Club Success Plan will be collected
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 53
in January 2021 by re-submitting the revised CSP which will enable the District to identify the struggling clubs
to achieve distinguished status and would be help to assist such clubs in the second half of the term. The
DCP Chair would follow the DCP Status of Clubs and will monitor Club Quality through a system of points
originated by District 82 to recognize clubs.
Action 1*: The District Executive teams along with the extended team were trained during DOTP on the
strategies for achieving success in DCP. The Calendar has been worked out at the DOTP for the various
educational programs, circulated among clubs and published on the website.
Action 2*: Club Officer Training Program was conducted on a standardized agenda circulated by TLI. A
workshop on Club Success Plan, Pathways training, Educational session on Effective Club Meeting and a
session on Team Building were included in the Agenda. Resource persons conducted the breakout sessions
were trained at TtheT program arranged by TLI prior to Club Officer Training Program.
Action 3: The PQD Team along with Division Directors / Area Directors will follow up on Club Success Plan
and attention will be given to the clubs in need and DCP chairs would announce by social media and website
the names of the Educational Awards earned by members at the end of each month through flyers to motivate
the members
Action 4
The PQD Team would continuously be in touch with Division Directors / Assistant Division Directors to identify
any training needs for members and would arrange resource persons to conduct online training sessions.
Members will be notified about the online link to listen to such training programs.
Action 5
It is expected to reach 5 DCP Goals by 50% of clubs at the end of December and to reach 60% at the end of
February, 75% at the end of April. Follow up action will be monitored by Pathways Coordinators, Assistant
Div. Dir's PQ, Area Directors/Division Directors and DCP Chair and the summarized data Area wise will be
published. Challenges faced by clubs will be timely addressed by the PQD team.
Timetable
When will each action item begin? When will each action item be complete? How will progress be tracked?*
The action items are being implemented from June onwards. DOTP was held in June in which DEC were
trained based on the modules available in TI website such as Developing Successful Teams, Building New
Clubs, Thriving District Recognition Program, Area Director Visits and performance monitoring, District
Finance over view, Effective Speech Contest, District Calendar, District Awards etc. Information given to
District Executive Committee has been cascaded to club officers. Achieving distinguished status is expected
as follows:
50% by 31st December
60% by 29th February
75 % by 30th April
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 54
Action 1*: DOTP – June, 1st COTP – July; 2nd COTP Dec; Dates of District Calendar have been published.
Club Success Plans are being collected and the target date is 15th August 2020 for the first term and the
target date for the 2nd term is January 31st, 2021
Action 2*: The first on-line COTP will be completed in July. Club wise attendance will be collected and
feedback of the attendance will be given to the Division Directors. A final Training will be organized at the
end of July. The 2nd COTP will be held in December.
Action 3: Submission of Club Success Plan is 15th of August and January 31st. Points will be given to such
clubs on Club Quality Avenue. Points of Club Quality Avenue and Club Engagement Avenue will be published
once a month from August to December, Once in two weeks from January to March and once a week in April
& May 2021. Flyers carrying educational Awardees will be published monthly.
Action 4: Most of the training will be conducted from August to October and Jan to March. However,
Continuous Educational Training (CET) is spread across the entire year.
Action 5: 5 DCP Points - 50% – December; 60% – Feb; 75% Mar 100%. Scroll of Hall of Fame Awards of
District 82 will be published by May 2021
Additional Goals
As at 12, July 2020, the PATHWAY Adoption rate in District 82 is 79.90% of members; New members
54.73%; Officers 91.80%.
Situational Analysis
What is the current situation in the district? Do members understand how to achieve success? Does the district have
special challenges? (One situation might be that areas and divisions have reached their maximum capacity causing
service to the members to suffer and limiting leadership opportunities.)*
This is the available statistics of both A & B - District 82. The adoption rate of club officers has increased and
is 91.80%. This would be re-checked at the end of August. As if all the club officers are trained and adopt
Pathways it would be easier to cascade Pathways to club members. All members and clubs do have an
understanding of PATHWAYS and enrollment and keen in adoption of PATHWAYS. However, there is a
challenge with some clubs having very senior members in adoption.
Strategy
What actions will the district take? What has worked in the past? What has not? What new programs or incentives could
the district implement? How will the district promote existing programs? How have other districts been successful? What
could the district do to stretch this goal? (The strategy might include actions, such as assigning an alignment committee
to determine best options for realignment and collaborating with the nomination committee to identify leadership
opportunities.)*
Achieving 100% adoption by 31st October, 2020. An award of points will be given to clubs who achieve 100%
adoption by 31st October. Every club will be encouraged to achieve Level 1 (DCP 1) by December 31st and
one other educational award by February 29th.
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 55
BUDGET SUMMARY FOR THE YEAR 2019-2020
Semi Annual Business Meeting 2020 | District 82 Sri Lanka P a g e | 56
PROFIT & LOSS ACCOUNT IN USD FOR THE YEAR 2019-2020
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