Saturday, July 11, 2015, 9:45 am
Participants: Lynn Cohen, Ken Taylor, Josh Lowry, Darrell Keyes, Will Wilson, Virginia Hudson, Sean Su
Minutes from Last Meeting – accepted with no modifications
Regarding a member’s inquiry about freezing membership: as Lynn mentioned in the previous meeting minutes, the TMI Club Constitution gives clubs the option to define rules for designating an inactive member as well as Inactive Member Dues amounts. Currently, SUTM has not defined such rules, so there is no process in place. We agreed that a member could make arrangements ahead of time, i.e. before payment of dues, but once they are paid it is too late to make changes.
VP of Technology Report – Sean expressed a desire to learn more about the role of VP of Technology and noted that the mentor data on the website is out-of-date.
Lynn mentioned that the VP of Education (Ken) is responsible for the mentor data. The VP of Technology is more focused on website administration and any equipment used during meetings.
Sergeant at Arms Report – nothing to report.
Treasurer Report – Darrell is ready to add Isao to the membership. He is still waiting on the new debit card. The account is now in Darrell’s name. Darrell expressed uncertainty about expenses such as dues, rent, budget, etc.
Lynn mentioned that Vaughn (the previous Treasurer) should have all the info regarding expenses. The Sergeant at Arms (Virginia) should handle making copies of all the roles.
Lynn suggested we print out a budget for the next meeting and encouraged everyone to send budget items to Darrell.
Secretary Report – Lynn had previously tested posting meeting minutes to WordPress; the test was successful. Will agreed to post future meeting minutes on WordPress as well. Lynn provided WordPress details to Will.
VP of Public Relations – not present
VP of Membership – Josh expressed a desire to learn more about the website and Ken agreed to help.
Lynn mentioned that we could track attendance. Ken brought a sign-in sheet that could be passed around during each meeting. We discussed the benefits of tracking this (and other) data, but also how the tracking of data requires maintenance.
VP of Education Report – Our club is Presidents Distinguished, and we must maintain a minimum of 20 members to stay Presidents Distinguished. Our current base count is 31. According to the official numbers (which might not be the most current), we have met two out of the ten goals (#1 and #10) required for Presidents Distinguished. Ken will conduct New Member Orientation once a month, one week after the Exec Team Meeting. Ken has created a supersheet to track progress and will send a survey to all members to get the initial data for the supersheet. Ken expressed a desire to give members more opportunities to complete difficult requirements, such as organizing a club contest.
Presidents Report – Lynn has been focused on the website. The phone number goes to Google Voice, and it can forward messages to multiple phone numbers. The annual meeting is happening soon in Las Vegas, and no club members besides Sharon Hill are planning to attend, so Lynn has already completed the voting.
The club contest (for humorous speeches and evaluations) must be completed before the area contest. The date of the area contest has not been finalized, but it is expected to be either September 22nd or September 1st, and likely the 22nd. We discussed setting the club contest on September 5th or 12th. The 5th is during Labor Day weekend, so we decided to plan on having the club contest September 12th. If the area contest ends up happening earlier than September 22nd, we shall revisit the club contest date and adjust as necessary. Lynn is looking into the purchasing of trophies for the club contest. The Treasurer (Darrell) will need to order 2 speech kits.
Ken suggested that we hold another speech-a-thon, possibly in October or November. Ken mentioned that we could hold a meeting at a library, record it, and put it online. We discussed how, for a speech to count, it has to be evaluated. We noted that the evaluation could be written and did not have to be oral.
We discussed purchasing badges for the officers. They cost $8 each and there are 7 officers, so the total cost would be $56. We agreed to revisit this idea when we have a formal budget. The badges are item #311M.
Ken mentioned Advanced Leadership Bronze. He talked about setting a club vision and deciding what we want to accomplish.
Ken suggested we encourage VP of Public Relations (Kevin) to get our club’s name in the newspaper more often, especially for the contests.
Sean agreed to help Ken figure out the best way to suggest ToastHost ideas/improvements.
Ken agreed to put how-to documents on the public site, e.g. “How To Be VP of Education”, etc.
Review of Action Items with completion dates
VP of Education: Review Toastmasters Club Constitution regarding dues rules to determine how to clarify dues in Path to Membership. Completion date: Review proposed changes at August Exec Meeting