District 72 Reformation Report
September 2016
A report proposing the new boundaries of District 72 and
the formation of a new District
Sow a Seed and Grow
Ruia mai he kakano, kia tipu ai
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EXECUTIVE SUMMARY
Toastmasters International Board of Directors approved the formation of the District 72
Reformation Committee in March 2016. The proposal was to split New Zealand into
two Districts:
1.
NZ South (District 72); and
2.
NZ North (new District).
The Reformation Committee has researched, agreed assumptions/methodology and
discussed the advantages and disadvantages of various proposals put forward.
Three options were finally agreed to be put to a vote (see Appendix 1). Each of the
nine voting Reformation Committee members cast their vote. Option 3 received the
largest vote and is accordingly recommended for approval by Toastmasters
International and the members of District 72. Option 3 has the District 72 northern
boundary ending on Territorial Authority lines at Kapiti and Masterton, lower North
Island.
The District boundary for ‘NZ South’ and ‘NZ North’ will be drawn at
the Kapiti Coast and Masterton Districts (Option 3)
Option 3
NZ North
NZ South
161
121
3,022,020
1,573,690
% of New Zealand Population
66%
33%
Membership Payments 2015/16
6,668
5,089
Membership Payments 2014/15
6,401
4,786
Average Membership Payments per club 2014/15
39.8
40.6
Membership Payments 2013/14
6,008
4,623
Membership Payments 2012/13
5,884
4,512
% of Distinguished Clubs 2015/16
54.3%
61.0%
% Increase in Membership Payments 2015/16
4.2%
6.3%
% Increase in clubs in Good standing 2015/16
0.62%
4.24%
Number of Clubs
New Zealand Population
*There are two clubs in the proximity of the new district boundaries – Waikanae and
Paraparaumu. Both clubs will be consulted and their opinion on which District they
would prefer to be aligned with will be taken into account by the Reformation
Committee.
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Table of Contents
EXECUTIVE SUMMARY ........................................................................... 2
Who is the Reformation Committee? ..................................................... 4
A chronology of Toastmasters in New Zealand .................................... 5
Reforming District 72 into two smaller districts .................................... 6
The rationale for two (not three) Districts .............................................. 7
Timeline for reformation ......................................................................... 7
Challenges and Opportunities ................................................................ 8
Appendix 1 ............................................................................................. 10
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Who is the Reformation Committee?
Name
Member # Credentials
Committee role
Carol Mitchell DTM
757339 Immediate Past
Distinguished District
Director
Committee Chair*
Mike Silverman DTM
304987 Past Select Distinguished
District 71 Governor
Div A Representative
Ross Kennedy DTM
943979 2016/17 Division B Director
Div B Representative
Graeme Hunt DTM
360784 2015/16 Division C Director
Div C Representative
Chrissy Meyer DTM
327954 Current District
Parliamentarian and Past
Distinguished District 72
Governor
Div D Representative
Joy Ackrill DTM
307983 Past Distinguished District
72 Governor
Div E Representative
Murray Coutts DTM
735038 Past Distinguished District
72 Governor
Div F Representative
Alan Sharr DTM
305170 Past District Treasurer
Div G Representative
Alun Chisholm DTM
312106 Past District 72 Governor
Div H Representative
Gregory Graham DTM
1043891 2015/16 Division J Director
Div J Representative
Erin Rose, ACB, ALB
1300850
Committee Secretary*
* Non-voting members.
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A chronology of Toastmasters in New Zealand
Year
Event
1962
The first Toastmasters Club in New Zealand (Dunedin 2890) was chartered
1967
A Territorial Council was established.
1972
District 72 established
1984
Restructured into 4 divisions and 20 areas
1992
A fifth division added
1994
A sixth division added
2004
A seventh division added
2012
District restructured into nine divisions
2013
The conversation about splitting the district started at District Council level
2014
District Council approved a committee to investigate reformation and
subsequently voted for reformation
2015
Application to Toastmasters International to commence the reformation
process
2016
Toastmasters International Board of Directors approved the formation of the
District 72 Reformation Committee in March 2016
An extract from the District 72 Five year Plan, adopted by the May 2013 District
Council
In December 2012 WHQ also raised the issue of a district reformation (District 72
becoming two Districts). Their comment was “Reformation is certainly not something
that should be rushed or considered lightly, so please do not feel any pressure or
rushed.”
If there is to be a reformation of District 72 then the best interests of the members, the
clubs and the District will best be served by a process which ensures that:

there is general consensus regarding the split,

there is effective management of change at all levels, so that no part of the
District feels pressured, rushed into a major change, or disadvantaged by
such a change,

both new districts are well positioned to best serve their members from
inception and

both new districts will achieve Distinguished District status in their first year.
Within District 72, there has been a general consensus amongst current and past
leaders that a split into two districts was inevitable and the appropriate way forward.
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Reforming District 72 into two smaller districts
Assuming that the District has the standard 3% increase in the number of clubs, 300
clubs are projected for 1st July 2018.
District 72 is all of New Zealand and is one of the few “one country- one district”
Districts in Toastmasters International. There are and have been decided advantages
in the “one country, one district” situation. The time has arrived where the
disadvantages now outweigh the benefits.
New Zealand is a long and narrow country. Transposing our northern and southern
latitudes into the Northern Hemisphere, the equivalent points would be Los Angeles
and Seattle.
Unlike some districts which are urban centric, this district has community clubs spread
throughout the country. The district has struggled for many years to keep the district
travel budget within Toastmasters International criteria. A number of times in recent
years the number of District Executive meetings has had to be reduced to remain
within the expense criteria.
The District, both in club numbers and the area covered, has become increasingly
difficult for volunteer officers to lead and administer. On Ist July 2016, District 72 had
282 clubs. These are organized into nine divisions and 60 areas, giving a total of 76
District officers. Some of the divisions are large with the largest three having 42, 41
and 41 clubs respectively.
This places a large workload on the District Director, Program Quality Director, and
Club Growth Director, in administering the District including: District Executive Committee and District Council meetings
 club building and retention
 officer training and conferences, and
 working with their teams of district officers.
It is more challenging for these officers to attend area and division events, where they
meet and communicate with the members. The reformation into two smaller
geographical districts will reduce the number of clubs, areas, and divisions the districtwide officers need to lead and manage.
As the number of areas has increased (currently 60). The size of the District Executive
means that its meetings are almost mini conferences. We have become increasingly
concerned that individual District Officers, and the District itself, have not been
receiving full value from these meetings. Three years ago the District Governor
realised that he did not know all the Area Governors well enough to determine the
District Area Governor of the year and instituted “Division Area Governor of the Year”
awards with those winners becoming the District finalists.
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The rationale for two (not three) Districts
From a geographical point of view there was much to recommend a three district split,
with the new District 72 covering the South Island of New Zealand and the North Island
being split into two Districts. This approach would have significantly reduced the
internal travel need and each District would have had one of New Zealand’s three
largest cities as “an anchor”.
The exemption which was given to the new District 17, (starting with 60 clubs - the
same number of clubs as currently in South Island), cannot be justified based on the
population of South Island. As at May 2016 South Island’s population was estimated at
1.076 million1. The 66% increase in South Island clubs, needed to reach the magic
number of 100 clubs, is unlikely to occur in the next few years.
Accordingly a split into two Districts was agreed and the options considered by the
Reformation Committee were only for a two-district split. Having two Districts will help
to resolve the travel issues and will attract further people to consider serving as District
leaders.
Timeline for reformation
May 2016
Reformation Committee in place and first report to
Toastmasters International
September 2016
Discussion paper (including proposed boundaries) to District
Executive.
November 2016
District Council approves the Reformation Committee’s
recommendation for the split into two Districts.
February 2017
Review and approval by the board, and a new district
number assigned.
February 2017
District Leadership Committee issues call for interested
district officers for 1 District Director, 2 Programme Quality
Directors (PQD), and 2 Club Growth Directors (CGD)
May 2017
Elect District Director, 2 PQDs, and 2 CGDs
Jul 2017/Jun 2018
District operates with 2 PQDs and 2 CGDs under one
District Director
September 2017
Report to Toastmasters International on program of
reformation/transition activities
May 2018
At the final (old D72) Conference, two District Council
meetings are held, one by each new district, Each new
district elects its own officers, however we would need to
have a chair for one of these meetings as the 2017/2018
District Director cannot chair both.
July 2018
The two newly formed districts commence operation as
independent districts.
1
Statistics New Zealand Subnational Population Estimates at May 2016
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Challenges and Opportunities
District leadership
For the district-wide leadership positions (District Director, Program Quality Director,
and Club Growth Director), a considerable amount of time and effort is required to lead
a district of the current size. The move to two Districts will double the number of “top
table roles”. It is estimated that this move will reduce the individual’s workload by 35%
to 45%, which will make the voluntary roles more attractive.
This may encourage more members to step up to these leadership positions members who were previously dissuaded from serving because of time commitments,
geographical constraints, and the overall size of the district. District leaders would be
more accessible to the area and division directors.
A realignment of division boundaries may be required; the committee has not yet
considered this area. The establishment of a tenth division has been considered for
some years and it was decided to leave this for the reformation process.
With fewer clubs to support in each district, district-wide leaders can provide more
focused support on clubs' needs. The reduced time commitment will encourage more
members to consider serving at this level.
Division and area directors - district events will be closer to them, and to the members,
improving participation and increasing officer training attendance.
Past leaders are in both of the proposed new districts. This pool of leaders is expected
to continue to support the districts through active Past District Governors/Directors
providing mentoring and support as needed. The strongest Divisions have typically
been in Auckland and Wellington, which are in the proposed separate Districts.
Members located in both Option 3 Districts are enthusiastic and have put themselves
forward for the CGD role at previous Annual District Council meetings.
Officer training
The establishment of two smaller District Executive teams will allow for training to be
more focused on the individual learning styles of the participants, which should
enhance the value to the Districts.
As part of the reformation project, the Division boundaries will be reviewed, which will
likely result in five Divisions in each of the new Districts. Training will be closer to many
Area and Division Directors’ homes.
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Service to members
In the reformed Districts, the district-wide officers would lead a smaller number of area
and division directors. This allows them to more effectively support these officers in
their roles, and in turn help the clubs and members they serve providing:
 Increased visibility for district-wide officers at events around the district
 Additional leadership opportunities for members within the District
 Opportunities for leaders to be more creative when engaging clubs and members
With a reduced number of Divisions, Areas and Clubs, each Top Three team will have
more knowledge and greater awareness of the service requirements and be better
positioned to determine how to service the clubs and members.
Financial considerations
District 72 is in a healthy financial position and a distribution of funds between the two
new districts, in accordance with Toastmasters International policy, will give each of the
new Districts a sound financial base.
The smaller district will have lower revenue than the current larger single District.
Budgets will require corresponding adjustments. District conferences have been selfsupporting, so careful planning will be needed after reformation for smaller attendance
and revenue numbers, as well as lower costs.
District 72 has for many years had an unofficial requirement that the District Treasurer /
Finance Manager be a Chartered Accountant. Given the complexities in dealing with
exchange rates and reporting requirements, it is anticipated that this expectation will
continue.
The reduced membership in the new Districts will have some negative impact on
revenue and resulting in loss of flexibility. This is to be expected and will require careful
management. Travel costs, traditionally the highest expense line item, will reduce as
travel distances reduce, meaning fewer executive members will need to travel by air to
events. Travel costs for the northern District will reduce more than those for the
southern District, as the northern District is fully accessible by land, but the southern
District will need to budget carefully.
The split of set-up costs, trophies etc., will be agreed by the new Districts.
District growth
The District 72 Growth Plan continues to apply to the reformed ‘Option 3’ districts.
The Growth Plan provided in full on the District 72 website:
http://www.toastmasters.org.nz/district/district_promotions/district_marketing_plan
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Appendix 1
Three options for the District 72 Reformation
Committee on where to draw the boundaries between
the two new TI Districts
Assumptions:
1.
That the dividing line between NZ South and NZ North will be based on local
government boundaries. (A map of these in the North Island is attached.)
2
That the basic organisational unit is the clubs. Current division and area
boundaries are merely administrative groupings of the prime units and can be
determined once the dividing line between the two districts is fixed.
3
In the analysis only clubs in existence as at 01/07/16 are counted.
4
In the tables below Membership Payments relate to the number of Membership
payments received in that year, not the dollar amounts. As a comparison based
on the new Toastmasters International dues amount there would be USD 11.25
per Membership Payment. Note that upon the split the Reserve Fund is
allocated pro rata on the number of membership Payments in the preceding
Toastmasters year.
5
In all the options below the Average membership payment per club for last years
are reasonably close.
Summary of Three Options:
[a]
Option 1 – new D72 northern boundary of New Plymouth, Ruapehu, Taupo,
Hastings and Wairoa Districts
[b]
Option 2 – new D72 northern boundary of Rangitikei and Tararua Districts
[c]
Option 3 – new D72 consisting of the Wellington Region (local body
Regional boundary) and South Island
Further details
[d]
Details of the existing clubs situated between Options 2 and 3
[e]
Analysis of population and existing TM clubs by local district council areas
[f]
Map of the North Island local body boundaries
[g]
Recommended Boundary between North and South Districts (Option 3)
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[a] OPTION 1
That the boundary between the two Toastmasters districts be the northern boundaries
of the New Plymouth; Ruapehu; Taupo; Hastings and Wairoa Districts; and that the
clubs in the Gisborne District have the opportunity to choose which TM District they
will be in.
NZ North
NZ South
138
144
2,464,420
2,077,710
% of Population
54%
46%
Membership Payments 2015/16
5711
6046
Membership Payments 2014/15
5,505
5,682
Average Membership Payments per club 2014/15
40.8
40.0
Membership Payments 2013/14
5,127
5,504
Membership Payments 2012/13
5,007
5,389
% of Distinguished Clubs 2015/16
55.9%
58.4%
% Increase in Membership Payments 2015/16
3.7%
6.4%
% Increase in clubs in Good standing 2015/16
0.7%
4.9%
Number of Clubs
Population
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[b] OPTION 2
That the boundary between the two Toastmasters districts be the northern boundaries
of the: Rangitikei and Tararua Districts.
NZ North
NZ South
152
130
2,830,270
1,765,440
% of Population
62%
38%
Membership Payments 2015/16
6,301
5,456
Membership Payments 2014/15
6,030
5,157
Average Membership Payments per club 2014/15
40.2
40.0
Membership Payments 2013/14
5,656
4,975
Membership Payments 2012/13
5,514
4,882
% of Distinguished Clubs 2015/16
56.3%
58.2%
% Increase in Membership Payments 2015/16
4.5%
5.8%
% Increase in clubs in Good standing 2015/16
0.67%
3.9%
Number of Clubs
Population
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[c] OPTION 3
That the boundary between the two Toastmasters districts be the northern boundaries
of the: Kapiti Coast and Masterton Districts. (i.e.: The Wellington Region in Local
Body Terms).
This option would include consultation with the Waikanae and Paraparaumu clubs,
which are near the Option 3 boundaries, to ensure their preference for which District
they would rather be in is taken into account.
NZ North
NZ South
161
121
3,022,020
1,573,690
% of Population
66%
33%
Membership Payments 2015/16
6,668
5,089
Membership Payments 2014/15
6,401
4,786
Average Membership Payments per club 2014/15
39.8
40.6
Membership Payments 2013/14
6,008
4,623
Membership Payments 2012/13
5,884
4,512
% of Distinguished Clubs 2015/16
54.3%
61.0%
% Increase in Membership Payments 2015/16
4.2%
6.3%
% Increase in clubs in Good standing 2015/16
0.62%
4.24%
Number of Clubs
Population
Modification to Option 3: A line from Kapiti and across the North Island using the
Territorial Authority boundaries.
1. Travel - it is much easier and more cost effective to drive to events rather than having to
catch a plane, bus etc. Someone in Palmerston North can get in their car and in 5-6
hours be in Auckland. To go to Christchurch would either involve flying at increased cost
or driving to Wellington, ferry then driving to Christchurch, a total travel time of 9-10
hours.
2. Cost - the big costs for District are travel. If the smaller centres (Palmerston North, New
Plymouth, Napier and Hastings) were largely with the D72 South the travel cost would
bankrupt D72 South in a very short time. Travel from those areas would not have the
advantage of being offset by cheaper travel from Auckland with the bulk of D72 North.
3. Club/member balance - while splitting at Kapiti would result in a smaller (south) and a
larger (north) district, the issues above outweigh any need to have the same number of
clubs/members in each district. The South Island divisions have not had any growth over
the past few years and adding clubs from other North Island centres with low to no growth
will only exacerbate the problem as it is typically clubs from the smaller areas that fold
when numbers decrease. To put these clubs in with D72 south effectively condemns D72
south to stagnation or even going backwards. Including them with the rest of North Island
means both districts have a mixture of main centre and other clubs.
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[d]
Details of the existing clubs situated between Options 2 and 3
CLUB HISTORY
Club #
Club Name
Date
Chartered
Membership as at 30 June
2016
2015
2014
2013
2012
2011
2010
2009
1923
Palmerston North Club
1-Nov-69
20
23
23
26
27
22
24
23
3706
Makino Magic Club
1-Jun-97
12
13
22
17
11
12
15
10
4660
Dannevirke
1-Jul-81
8
10
9
12
9
10
14
12
4675
Massey Toastmasters Club
1-Aug-81
18
16
11
12
20
17
17
16
8171
Talk Of The Town TM
1-May-91
20
17
21
29
27
22
21
17
9405
Speaking Of Levin Club
1-May-93
15
17
12
18
11
13
14
14
681573
DRI Remark Club
28-Jun-04
15
20
19
20
24
21
24
25
2568542
PN Advanced
29-Jun-12
10
10
13
8
20
4196347
IPU New Zealand Toastmasters
27-Oct-14
18
16
136
142
130
142
149
117
129
117
15
16
16
18
19
17
18
17
Average Club Size
Distinguished Club Result
1923
Palmerston North Club
3706
Makino Magic Club
4660
Dannevirke
4675
Massey Toastmasters Club
8171
Talk Of The Town TM
9405
Speaking Of Levin Club
2016
2015
2014
2013
2012
2011
2010
2009
P
P
P
P
P
D
P
D
S
S
P
D
D
681573
DRI Remark Club
D
2568542
PN Advanced
S
4196347
IPU New Zealand Toastmasters
26 September 2016
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S
S
D
S
S
D
D
Page 14 of 18
[e]
Analysis of population and existing TM clubs by local district council areas
Dataset: Subnational population estimates by Territorial Authorities at 30 June 2006-15 (2015
boundaries)
Area
Population
Cumulative
Clubs
Cumulative
Far North district
61,300
61,300
6
6
Whangarei district
85,900
147,200
3
9
Kaipara district
21,100
168,300
1
10
1,569,900
1,738,200
93
103
Thames-Coromandel district
27,800
1,766,000
0
103
Hauraki district
19,100
1,785,100
0
103
Waikato district
69,500
1,854,600
1
104
Matamata-Piako district
33,600
1,888,200
1
105
Hamilton city
156,800
2,045,000
7
112
Waipa district
50,400
2,095,400
2
114
9,720
2,105,120
0
114
23,500
2,128,620
0
114
9,530
2,138,150
1
115
Taupo district
35,600
2,173,750
1
116
Western Bay of Plenty district
46,800
2,220,550
1
117
124,600
2,345,150
8
125
Rotorua district
69,200
2,414,350
7
132
Whakatane district
34,600
2,448,950
2
134
Kawerau district
6,660
2,455,610
2
136
Opotiki district
8,810
2,464,420
1
137
47,400
2,511,820
2
139
8,180
2,520,000
Hastings district
77,900
2,597,900
2
141
Napier city
60,400
2,658,300
3
144
Central Hawke's Bay district
13,450
2,671,750
1
145
New Plymouth district
79,000
2,750,750
5
150
9,220
2,759,970
1
151
South Taranaki district
27,700
2,787,670
1
152
Ruapehu district
12,450
2,800,120
Wanganui district
43,600
2,843,720
Rangitikei district
14,700
2,858,420
Manawatu district
29,300
2,887,720
1
154
Palmerston North city
85,500
2,973,220
6
160
Tararua district
17,400
2,990,620
1
161
Auckland
Otorohanga district
South Waikato district
Waitomo district
Tauranga city
Gisborne district
Wairoa district
Stratford district
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152
1
153
153
Page 15 of 18
Area
Population
Cumulative
Clubs
Cumulative
Horowhenua district
31,400
3,022,020
1
162
Kapiti Coast district
51,400
3,073,420
2
164
Porirua city
54,500
3,127,920
3
167
Upper Hutt city
42,000
3,169,920
2
169
Lower Hutt city
102,000
3,271,920
7
176
Wellington city
203,800
3,475,720
42
218
Masterton district
24,400
3,500,120
1
219
Carterton district
8,790
3,508,910
1
220
10,000
3,518,910
1,076,800
4,595,710
South Wairarapa district
South Island
220
60
280
data extracted on 23 May 2016 20:09 UTC (GMT) from NZ.Stat
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[f] North Island Local Body Boundaries
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[g] Recommended Boundary between North and South Districts (Option 3)
Option 3
Option 3
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