sample district 47 calendar by hieu huynh, dtm x3 · pdf filethe outgoing district director or...

JUNE 20__ June __ Training for 20__20__ Area & Division Directors Fort Lauderdale

❏ Develop Successful Teams ❏ Enhance Club Quality ❏ Establish and Support New Clubs ❏ Conduct Quality Speech Contests ❏ Thrive in the District Recognition Program

June __ 1st Round Toastmasters Leadership Institute (TLI) – Miramar or Fort Lauderdale June __ 1st Round Toastmasters Leadership Institute (TLI) – Nassau, Bahamas June __ 1st Round Toastmasters Leadership Institute (TLI) – Boca Raton

Sample District 47 Calendar by Hieu Huynh, DTM x3

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JULY 20__ Start of the 20__20__ Distinguished Club, Area, Division, and District Programs The outgoing finance manager records all transactions with dates prior to July 1 in the

district accounting system, and the incoming finance manager records all transactions with dates as of July 1.

The outgoing district director or finance manager contacts the audit committee about the Yearend Audit.

The incoming district leadership team starts to work on the budget. The incoming district director starts selecting an audit committee. Transfer all records to new administration Foster leadership teambuilding Prepare previous year’s financial records for submission to World Headquarters Develop comprehensive communication plan for the new program year Area Directors begin 1st Round Club visits Contact Clubs that have not submitted their Officers lists to World Headquarters Submit 1st Round Club Officer Training reports online (by PQD) Promote Membership Building Program for Individuals (sponsor 5, 10 or 15

new/dual/reinstated members) throughout year Focus on Chartering New Clubs & Rebuilding Struggling Clubs (District Officers) Hold Club Evaluation & Humorous Speech Contests

July Conference Calls with District Executive Committee & Division teams ❏ Review of results from 20__20__ ❏ Presentation of District incentives for 20__20__ ❏ Review District Procedures

July 1 Order Contest supplies for Areas and Divisions July __ 1st Round Toastmasters Leadership Institute (TLI) – Stuart or North Palm Beach July 15 Due At World Headquarters (ultimate responsibility of District Director):

❏ District leader list ❏ District calendar ❏ Area and Division alignment changes ❏ District signature form and bank signatory card

July __ 1st Round Toastmasters Leadership Institute (TLI) – Miami or Homestead July __ 1st Round Toastmasters Leadership Institute (TLI) – Freeport, Bahamas


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AUGUST 20__ The outgoing district director or finance manager provides the audit committee with

reports and supporting documents. The outgoing finance manager presents the Yearend Audit Report to the outgoing

district trio. The incoming district leadership team finalizes the budget. Smedley Award membershipbuilding contest add 5 new members by Sept 30 Create District Budget Develop Goals for Membership Growth, Club Growth, and Distinguished Clubs Continue 1st Round Training for Club Officers Focus on Chartering New Clubs & Rebuilding Struggling Clubs (District Officers) Promote collection of 1st Round Club dues – dues to be submitted by Oct 1 1st Round Area Club visits continue Hold Area Evaluation & Humorous Speech Contests Prepare for District 47 Fall Conference

August Conference Calls with District Executive Committee & Division teams ❏ District Success Plan & District Budget discussions ❏ Club Officer Training updates

August 1 Order District Contest Supplies August __ __ District leader training for District Trio (DD, PQD, CGD) August __ __ Annual International Convention August 31 Last day to train Club Officers to receive Distinguished Club credit August 31 Last day to train District Officers to receive Distinguished District credit August 31 Pay all remaining bills from previous year August 31 Due At World Headquarters (ultimate responsibility of District Director):

❏ Yearend Audit Report for previous year with certification page and narratives

❏ previous year’s financial records (Supporting documents) ❏ Fixed Asset Template and Accrual Template


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SEPTEMBER 20__ Continue collecting 1st Round Club dues – to be submitted by October 1 Continue working on District Success Plan Continue1st Round Area Club visits Focus on Chartering New Clubs & Rebuilding Struggling Clubs (District Officers) Prepare for District 47 Fall Conference

September 1 Due At World Headquarters (ultimate responsibility of District Director): ❏ District leader list for Advanced Leader Silver credit

Hold Division Evaluation & Humorous Speech Contests (all tentative dates): ❏ Division A September __ ❏ Division B September __ ❏ Division C September __ ❏ Division D September __ ❏ Division E September __ ❏ Division F September __ ❏ Division I September __

September __ District Executive Committee Meeting (DEC) – Fort Lauderdale ❏ Report from the Yearend audit committee ❏ Approval of the District Success Plan ❏ Approval of the District Budget ❏ Presentation of the most recent finance manager’s report ❏ Review of 1st Round Training results

September 30 Last day for PQD to submit Club Officer training reports to World Headquarters September 30 End of Smedley Award membershipbuilding contest – add 5 new members September 30 Due At World Headquarters (ultimate responsibility of District Director):

❏ Area and Division Director Training report ❏ District Success Plan ❏ District Budget


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OCTOBER 20__ Plan audit committee appointments for midyear audit Evaluate training for opportunities for improvement Focus on Chartering New Clubs & Rebuilding Struggling Clubs (District Officers) Prepare for District 47 Fall Conference Send proxy/credentials forms to club presidents and vice presidents education at least

two weeks before the district conference October Conference Calls with District Executive Committee & Division teams

❏ Dues update October 1 October dues renewals due to World Headquarters October 1 Appointment of District Leadership Committee Chair October 10 Deadline to submit 1st Round Club dues to World Headquarters for

Distinguished Club Program credit October 31 Due At World Headquarters (ultimate responsibility of District Director):

❏ Quarterly finance manager’s Report for period of July 1 through September 30 with certification page and narratives


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NOVEMBER 20__ Follow up with Clubs that have not paid October dues Focus on Chartering New Clubs & Rebuilding Struggling Clubs (District Officers)

November 1 Appointment of audit committee November 1 Appointment of District Leadership Committee

Publish call for candidates

November ____ District 47 Fall Conference ❏ Adopt District Budget ❏ Approve appointments to district offices ❏ Report on progress towards district goals ❏ Show appreciation for volunteers ❏ Recognize club and member achievements

District Executive Committee Meeting (DEC) on Sunday morning ❏ Show appreciation for volunteers ❏ Share successes and challenges with other leaders

November 30 Last day for Area Directors to submit reports of 1st Round Club visits to World Headquarters

November 30 Last day for corrections to 1st Round Club Officer Training reports


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DECEMBER 20__ Follow up with Clubs that have not paid October dues Hold club elections if officers are elected semiannually Area Directors begin 2nd round Club visits Plan for District 47 Spring Conference District Director forms the Alignment Committee Publish call for candidates Set date for audit Complete Accrual Template and Inventory Template Focus on Chartering New Clubs & Rebuilding Struggling Clubs (District Officers)

December Conference Calls with District Executive Committee & Division teams ❏ Midyear reviews

December 1 Order Contest supplies for Areas and Divisions December __ 2nd Round Toastmasters Leadership Institute (TLI) – Boca Raton December __ 2nd Round Toastmasters Leadership Institute (TLI) – Miramar or Fort

Lauderdale December 31 Club Officer lists due to World Headquarters for Clubs who elect officers

semiannually


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JANUARY 20__ Complete midyear finance manager’s report Audit committee conducts audit Prepare midyear documents for submission to World Headquarters Area Directors continue 2nd round Club visits Follow up with Semiannual Clubs that have not submitted their Officers lists to World

Headquarters Focus on Chartering New Clubs & Rebuilding Struggling Clubs (District Officers) Hold Club International Speech & Table Topics Contests Plan for District 47 Spring Conference Publish call for candidates

January Conference Calls with District Executive Committee & Division teams ❏ Continue midyear reviews

January ____ District leader midyear training for District Trio (DG, PQD, CGD) January __ 2nd Round Toastmasters Leadership Institute (TLI) – Miami or Homestead January __ 2nd Round Toastmasters Leadership Institute (TLI) – Stuart or North Palm

Beach January __ 2nd Round Toastmasters Leadership Institute (TLI) – Nassau, Bahamas

FEBRUARY 20__ Talk Up Toastmasters membershipbuilding contest begins – add 5 new members by

March 31 Area Directors continue 2nd round Club visits Focus on Chartering New Clubs & Rebuilding Struggling Clubs (District Officers) Plan for District 47 Spring Conference Hold Area International Speech and Table Topics Contests Review recommendations for the alignment of Clubs Continue 2nd Round Training for Club Officers

February Conference Calls with District Executive Committee & Division teams ❏ Club Officer Training updates

February 1 Order District Contest Supplies February 15 Due At World Headquarters (ultimate responsibility of District Director):

❏ Midyear audit for period of July 1 to December 31 with certification page and narratives

❏ First half of financial documents (Supporting documents) ❏ Accrual Template and Inventory Template

February 29 Last day to train Club Officers to receive Distinguished Club credit

MARCH 20__ Collect 2nd Round Club dues – Dues to be submitted by April 1 Area Directors continue 2nd round Club visits Focus on Chartering New Clubs & Rebuilding Struggling Clubs (District Officers) Plan for District 47 Spring Conference District Leadership Committee submits report to district director six weeks before

district conference Publish District Leadership Committee report four weeks before district conference

March __ District Executive Committee Meeting (DEC) Fort Lauderdale ❏ Report from the audit committee for the MidYear audit ❏ Presentation of the most recent finance manager’s report ❏ Review of 2nd Round Club Officer Training results ❏ Realignment discussions

March __ District Leadership Committee Meeting & Interviews Fort Lauderdale Hold Division International Speech and Table Topics Contests (all tentative dates):

❏ Division A March __ ❏ Division B March __ ❏ Division C March __ ❏ Division D March __ ❏ Division E March __ ❏ Division F March __ ❏ Division I March __

March 31 End of the Talk Up Toastmasters! Membership Award Program – add 5 new members

March 31 Club Officer training reports due to World Headquarters

APRIL 20__ Follow up with Clubs that have not paid April dues Focus on Chartering New Clubs & Rebuilding Struggling Clubs (District Officers) Plan for District 47 Spring Conference

April Conference Calls with District Executive Committee & Division teams ❏ Dues updates ❏ Realignment discussions

April 1 April dues renewals due to World Headquarters April 10 Deadline to submit 2nd Round Club Dues renewal payment to World

Headquarters for Distinguished Club Program credit April 30 Due At World Headquarters (ultimate responsibility of District Director):

❏ Quarterly finance manager’s report for period of July 1 through March 31 with certification page and narratives


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MAY 20__ During the final months of the program year, the district reserve balance should equal

at least 25 percent of the district’s membershipdues revenue from the previous year. Follow up with Clubs that have not paid April dues Start of the Beat the Clock membershipbuilding contest – add 5 new members by

June 30 Hold Club Officer Elections

Submit Club and Officer Information Report to World Headquarters Focus on Chartering New Clubs & Rebuilding Struggling Clubs (District Officers) Plan for the transition of District leaders

May ____ District 47 Spring Conference ❏ Election of District Officers 20__ – 20__ ❏ Adoption of realignment report ❏ Report on progress towards district goals ❏ Show appreciation for volunteers ❏ Recognize club and member achievements

District Executive Committee Meeting (DEC) on Sunday morning ❏ Show appreciation for volunteers ❏ Share successes and challenges with other leaders

Report election and appointment results soon after district conference May 31 Last day for Area Directors to submit online 2nd Round Club visit reports May 31 Last day for corrections to 2nd Round Club Officer Training reports


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JUNE 20__ All remaining vouchers for reimbursement for the year are submitted to the district

director or finance manager. The district team is notified of the last day to order products and request funds. The incoming district team starts to update the bank account signatories at the bank. The finance manager prepares the Accrual Template and Fixed Asset Template. Follow up with Clubs that have not paid April dues Focus on Chartering New Clubs & Rebuilding Struggling Clubs (District Officers) Begin working on yearend Audit Submit area and division alignment report on template provided Plan district calendar Meet with incoming district leaders about transitioning to next administration

Prepare files to hand over Foster leadership teambuilding

Pay all bills for the year by June 30 Publicize Toastmasters International Speech Contest semifinalist

June Conference Calls with District Executive Committee & Division teams ❏ End of year reviews ❏ Transition discussions

June __ Training for 20__20__ Area and Division Directors Fort Lauderdale June __, __, __ 1st Round Toastmasters Leadership Institute (TLI) at various locations

June 30 Club Officer lists due to World Headquarters June 30 Beat the Clock membership buildingcontest ends – add 5 new members June 30 Last day of the Toastmasters year


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sample district 47 calendar by hieu huynh, dtm x3 · pdf filethe outgoing district director or...

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