District Officer Responsibilities and protocols Gary Sander, DTM District Governor 2008/09
Area Governors What are you responsible for? • For a summary go to http://d71.org/kb.php? mode=article&k=89 • First point of contact between the clubs and the exec. • Help guide and assist the clubs where needed. • Questions – if you cannot find reference/answers on the web site or in literature, then ask your Division Governor. If they don’t know then ask the District Exec.
Club officer training • You are responsible for organising but not to actually give all the training. • Put the date on the D71 calendar as soon as possible . • Find a club who are willing to host the training. Keep costs down. • Delegation is the key word here. Look for members working towards their Advanced Awards to give a training session. • Take a register of attendees – include Area number, Club and the Office held. Be diligent as you may have visitors from other Areas. • Send above details to the LGET. Peoples’ names aren’t required – only the roles! • Use the D71 Calendar for your attendees to register and most of this will be automatic. • Find Calendar here - http://d71.org/kb.php?mode=article&k=92
Club visits •
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Club Visits held twice a year. When you carry out your official visit you have to fill out a questionnaire about that club which you can download from. http://d71.org/kb.php?mode=article&k=189 and find tips on how to proceed. This form gives you an overview on how that club is doing. Gives you the information needed to show who is going for what educational target and when. It also allows you to arrange for assistance if needed. This you will then have to transfer to the form on the web page at TI. https://ecommerce.toastmasters.org/ecommerce/timssnet_new/timssnet/dis trict/tm_clubselect.cfm Area Visit Round 1 Deadline – Online submissions must be made between July 1 and November 30 for credit in the Distinguished Area Program. Area Visit Round 2 Deadline – Online submissions must be made between January 1 and May 31 for credit in the Distinguished Area Program.
Area Contests • Put the date on the D71 calendar. Check out the following : • http://d71.org/kb.php?mode=article&k=100 for tips • http://d71.org/kb.php?mode=cat&cat=8 for 8 articles for running a contest. • Again you are responsible for organising two of these a year. Try and find a club that is willing to host the event. Perhaps make it a day by including other events and a lunch remembering that these are to be self-funding events. • Order all the certificates for the full year now and find out who has the perpetual trophies (Teresa). • http://d71.org/tidata.php will take you to the shop on the TI web site.
Division Governors • For a summary go to http://d71.org.kb.php? mode=article&k=57 • Serves the Division Clubs by providing District support and resources through the Area Governors. • Responsible for organising the Division Council. • Use online facilities to monitor your Division • Arrange date for your division contest and put it on D71 Calendar. • Collate Area reports into one report for the Council Meeting.
Protocols • You are not the manager of the clubs in your Area. • Please ask permission of the club President to make your official visit. The date you ask for may not be convenient so be flexible and accept next available date they offer. • Make sure they understand you have a deadline to visit all the clubs – check Calendar of Events.
Directory The online directory is there for EVERYONE to see. The public will use it to find you. If your details are not correct, they won’t find you. Timescales: – End of June - clubs enter officer data to TI website (DCP action) – 5-6 July - Webmaster to update D71 on-line directory – 7-19 July latest- AG and DG check and correct officer data
Going to Print: – 20 July - Formatted data sent for inclusion in printed directory