Division Council Meetings

Turning individual Area activity into a united Division team

A Division Council meeting brings Area Directors together to coordinate their work, share progress and solve problems as one leadership team.

It should not be a lengthy reporting exercise. A successful meeting gives Area Directors practical support, makes responsibilities clear and keeps everyone focused on stronger clubs and better member experiences.

The Division Director chairs the meeting and creates an environment in which Area Directors can speak openly, learn from one another and leave knowing exactly what must happen next.

What Is the Division Council?

The Division Council is the advisory and coordinating group for the Division. It manages Division activities and supports the achievement of club, Area, Division and District goals.

Its work includes:

• Reviewing progress in the Distinguished Area and Division programmes.
• Monitoring club performance and membership.
• Coordinating support for clubs experiencing difficulties.
• Reviewing club officer training attendance.
• Supporting Area Directors with club visits and follow-up actions.
• Planning Division training, contests and other events.
• Supporting the establishment of new clubs.
• Sharing District information and resources.
• Developing Area Directors as confident and effective leaders.

Toastmasters International requires the Division Council to meet at least twice during the programme year. District 71 Division Directors are encouraged to hold a meeting every month.

Why Meet Monthly?

Monthly Division Council meetings create a consistent leadership rhythm and help the team address issues before they become serious.

• Identify problems earlier: Discuss membership concerns, missed club visits and leadership difficulties while they are still manageable.
• Support Area Directors: Provide a regular opportunity for Area Directors to ask questions, discuss challenges and request assistance.
• Create accountability: Review agreed actions frequently so responsibilities and deadlines are not forgotten.
• Share successful ideas: Allow effective approaches from one Area to be shared and adapted across the Division.
• Manage deadlines: Monitor training, renewals, club visits, contests and reporting requirements well before their completion dates.
• Strengthen relationships: Build trust between Area Directors and make it easier for leaders to ask for help.
• Develop leaders: Give Area Directors experience in planning, coaching, problem-solving and collaborative leadership.
• Coordinate Division activity: Keep Areas aligned with Division and District priorities.
• Improve District reporting: Give the Division Director an accurate and current picture to share with the District leadership team.
• Celebrate progress: Recognise achievements regularly and maintain motivation throughout the programme year.

Who Attends?

Official Division Council Members

The members of the Division Council are:

• The Division Director, who chairs the meeting.
• The Assistant Division Director Program Quality.
• The Assistant Division Director Club Growth.
• Every Area Director within the Division.

These leaders form the core Division Council and should attend every meeting whenever possible.

Invited Attendees

The Division Director may invite other people when their knowledge or contribution would help with a particular agenda item.

Invited attendees could include:

• The District Director.
• The Program Quality Director.
• The Club Growth Director.
• Other members of the District leadership team.
• Contest chairs or members of the contest organising team.
• Club coaches, sponsors or mentors.
• Training coordinators or session leaders.
• New-club coordinators.
• Club officers with relevant information.
• Subject specialists who can help resolve a particular issue.

Invited participants attend to provide information or support. They do not become Division Council members simply by attending.

The meeting invitation should make clear whether someone is:

• A Division Council member.
• An invited contributor for a particular item.
• An observer or guest.

What Should Be Included?

The meeting agenda should reflect the current needs of the Division. The following subjects should be reviewed regularly.

Area and Club Progress

• Progress against Area Success Plans.
• Distinguished Area forecasts.
• Distinguished Club Program performance.
• Clubs close to achieving recognition.
• Clubs falling behind their goals.
• Membership trends and renewal concerns.

Club Visits

• Progress with first- or second-round visits.
• Club Visit Reports that remain outstanding.
• Common issues identified during visits.
• Support required following a visit.
• Clubs requiring additional contact.

Club Officer Training

• Clubs represented at training.
• Clubs with insufficient officer roles trained.
• Additional training opportunities.
• Follow-up support requested by club officers.

Club Growth and Retention

• Clubs with low or declining membership.
• Clubs at risk of suspension or closure.
• Opportunities for club coaches.
• Prospective clubs and new-club leads.
• Corporate, community or online growth opportunities.

Events and Speech Contests

• Club, Area and Division contest progress.
• Contest dates, venues and volunteers.
• Training events and District activities.
• Communication and publicity requirements.
• Risks that may affect successful delivery.

Leadership and Succession

• Support required by Area Directors.
• Leadership-development opportunities.
• Potential future Area and Division leaders.
• Volunteer recognition.
• Plans for an effective year-end handover.

Keep Monthly Meetings Useful

A monthly meeting should not require every Area Director to read a lengthy report aloud.

Ask for written updates before the meeting and use the meeting to discuss:

• Progress worth recognising.
• Clubs or Areas requiring assistance.
• Decisions that need to be made.
• Resources that need to be found.
• Actions that must be completed before the next meeting.

If there are no concerns in an Area, a short confirmation is enough. Give most of the meeting time to matters where discussion and teamwork will make a difference.

Proposed 60-Minute Agenda

0–5 minutes: Welcome and focus

• Welcome attendees.
• Record apologies.
• Confirm the purpose and desired outcomes.
• Approve or note the previous meeting record.
• Highlight urgent outstanding actions.

5–15 minutes: Progress and successes

• Recognise completed actions.
• Celebrate club, Area and member achievements.
• Share successful ideas that other Areas could use.

15–30 minutes: Area Director roundtable

Each Area Director provides a brief update:

• What is going well?
• What is at risk?
• What help is required?
• What will be completed before the next meeting?

Where the Division has several Areas, request written updates beforehand and discuss only exceptions, risks and support needs.

30–40 minutes: Division performance

Review:

• Distinguished Area and Division progress.
• Distinguished Club Program performance.
• Membership and renewals.
• Club visits.
• Club officer training.
• New-club and club-retention activity.

Focus on information requiring action rather than reviewing every figure.

40–50 minutes: Events and deadlines

Review:

• Training dates.
• Club-visit reporting deadlines.
• Membership-renewal deadlines.
• Area and Division contests.
• District events and meetings.
• Communications that must reach clubs.

50–57 minutes: Decisions and support

• Agree how identified problems will be addressed.
• Assign support and resources.
• Confirm who owns each action.
• Set a clear completion date.

57–60 minutes: Close

• Summarise decisions and actions.
• Confirm the most important priorities.
• Confirm the next meeting date.
• Finish on time.

Division Council Meeting Process

Before the Meeting

1. Schedule the meeting and confirm the date, time and format.
2. Ensure attendees receive at least four weeks’ notice.
3. Decide the two or three outcomes required from the meeting.
4. Review the previous meeting’s decisions and outstanding actions.
5. Check upcoming District deadlines and events.
6. Review the Division performance dashboard.
7. Check Distinguished Club, Area and Division progress.
8. Review membership and club-status information.
9. Check club officer training attendance.
10. Review Club Visit Report progress.
11. Identify clubs or Areas requiring additional support.
12. Invite all Area Directors and Assistant Division Directors.
13. Invite District leaders or specialists needed for particular agenda items.
14. Ask attendees to confirm attendance or send apologies.
15. Ask each Area Director to provide a brief update covering:
    • Progress since the previous meeting.
    • Achievements to celebrate.
    • Clubs or actions currently at risk.
    • Help or decisions required.
    • Priorities for the next month.
16. Prepare a focused 60-minute agenda.
17. Mark each agenda item as information, discussion or decision.
18. Send the agenda and supporting documents in advance.
19. Include the meeting link or venue information.
20. Assign a timekeeper and someone to record decisions and actions.

During the Meeting

1. Start the meeting on time.
2. Welcome attendees and record apologies.
3. Confirm the purpose and desired outcomes.
4. Approve or note the previous meeting record.
5. Review outstanding actions.
6. Confirm which actions have been completed.
7. Reassign actions or agree revised dates where necessary.
8. Recognise achievements and completed work.
9. Give every Area Director an opportunity to contribute.
10. Identify what is going well in each Area.
11. Identify clubs or activities at risk.
12. Confirm what support each Area requires.
13. Share successful ideas that other Areas could use.
14. Review Distinguished Club, Area and Division progress.
15. Review membership and renewal concerns.
16. Check club officer training attendance.
17. Check Club Visit Report completion.
18. Review new-club and club-retention activity.
19. Review upcoming training and reporting deadlines.
20. Review Area and Division contest preparations.
21. Review District meetings and events.
22. Confirm information Area Directors must send to clubs.
23. For every action, agree:
    • What needs to be done.
    • Who is responsible.
    • What support or resources are required.
    • When it must be completed.
    • How completion will be reported.
24. Read back the agreed decisions and actions.
25. Confirm the priorities for the next month.
26. Confirm the next meeting date.
27. Finish the meeting on time.

After the Meeting

1. Send a short meeting record within 48 hours.
2. List the decisions made.
3. List each agreed action.
4. Name the person responsible for every action.
5. Include the completion date for every action.
6. Confirm the next meeting date.
7. Update the Division action tracker.
8. Send any resources or contacts promised during the meeting.
9. Report relevant matters to the District leadership team.
10. Escalate urgent club or Area concerns.
11. Contact absent Area Directors with information relevant to them.
12. Thank guests and contributors.
13. Monitor urgent and time-sensitive actions between meetings.
14. Contact action owners before important deadlines.
15. Offer support where progress has stalled.
16. Recognise achievements and completed actions.
17. Record new matters for the next agenda.
18. Continue regular contact with every Area Director.
19. Review progress against Division goals.
20. Begin preparing the next focused agenda.

Five Principles for Effective Meetings

1. Keep the meeting focused. Discuss matters that require teamwork, support or a decision.
2. Make it safe to raise concerns. Area Directors should be able to ask for help without feeling judged.
3. Turn discussion into action. Every important issue should end with an owner and a completion date.
4. Recognise progress. Volunteers are more likely to remain engaged when their work is noticed.
5. Finish on time. A disciplined meeting demonstrates respect for everyone’s contribution.

The Desired Result

A successful Division Council meeting should leave every Area Director able to answer three questions:

• What are our Division’s priorities?
• What do I need to complete next?
• Who will support me if I need help?

When those answers are clear, the Division Council becomes more than a meeting. It becomes the leadership team that turns District goals into meaningful support for clubs and members.