Saturday, October 03, 2015, 9:45 am
Participants: Lynn Cohen, Ken Taylor, Will Wilson, Virginia Hudson, Sean Su
Minutes from Last Meeting – accepted with no modifications
Update on Toastmasters materials order: Lynn physically placed the order, and the total was just under $125. There was an issue with the VP of Technology officer badge – the office is apparently not considered an official Toastmasters office, although clubs are supposed to be allowed to create club-specific offices and SUTM has done so while following all official procedures. We decided to view the matter as an annoyance but not worth fretting over.
Ken brought the new magnetic role badges (Toastmaster, General Evaluator, Table Topics Master). Ken showed an inventory of various expenses he has incurred; he will submit to Darrell for reimbursement. Ken discussed the upcoming District Conference and requested that Will and Lynn submit short bios ahead of time. The Friday session will start at either 1pm, 2pm, or 3pm – Ken will find out for sure. He suggested that we (Ken, Lynn, Will) arrive a little early to prepare. Our presentation will have a planned outline but the specific dialogue will be largely impromptu.
VP of Technology Report – A new member had the wrong email in the system but that has now been corrected. We discussed the club’s Facebook page and Sean said that Michael Piracci was the admin. We discussed limiting access in terms of both members and posting. We decided to discuss the issue with Kevin, but for now we will not automatically accept new members (to the Facebook page). We will accept a new member if we recognize the person as an actual SUTM member. We agreed that any post must be approved by an admin before it is public. Sean is now an admin of the Facebook page, in addition to these other admins: Michael Piracci, Karen Tax, Daaiyah Saafir, Nicolle Stewart.
Sergeant at Arms Report – No news to report.
Treasurer Report – Darrell notified the other officers ahead of time regarding the current balance in the club’s account. Darrell has been working with new members to finalize all dues payments. We agreed that it is good to be flexible in these matters in order to make the process as painless as possible for members.
Secretary Report – No news to report.
VP of Public Relations Report – Not present.
VP of Membership Report – Josh has made updated fliers (for prospective members) and put them in the box. He encouraged officers to notify him when the supply gets low.
We have enlisted enough new members to qualify for the Smedley Award. This means the club gets either a pizza party or a bagel party. We discussed these two options and are leaning towards bagel. If we do go with bagel, we are thinking it might be good to hold it before that day’s meeting – that time of day seems more appropriate for bagels, and members could snack on the bagels during the meeting.
VP of Education Report – Ken has worked with new members and veteran members and setup mentor-mentee relationships. He mentioned that we could also have “role mentors” – a veteran member helps out someone who is fulfilling a meeting role for the first time. Ken has also crafted 1st-time role emails – these can be sent to a member when he/she is fulfilling a meeting role for the first time. This will help the member perform the role better, as well as furthering our commitment to maintaining a nurturing environment where new members feel comfortable.
Ken will be absent from regular meetings until mid-December. He mentioned that he updates the agenda after each meeting to accurately reflect the meeting (i.e. sometimes the person signed up for a role doesn’t come to the meeting and someone else fills the role). He also has orientation folders for when we have new members. Ken said he would update his supersheet (which tracks members’ progress towards CC, CL, etc) during the meeting by going through members’ manuals.
Presidents Report – We discussed how we should handle the 4th speaker slot. The competing concerns are:
1. We want to give members plenty of opportunities to give speeches, especially new members.
2. We want to keep the meetings within the designated timeframe as much as possible, and we don’t want to marginalize Table Topics.
We decided that we will make it so that only an officer can register someone for the 4th speaker slot. As officers, we will only do this if it is someone’s first or second speech. If there is no one giving their first or second speech, then that meeting will only have 3 speakers.
Lynn will update the agenda for the next meeting, and Sean will use that as the template for future meeting agendas. [post-meeting update: Lynn has updated the agenda for the next meeting – Oct 17]
Mark Peterson has offered to generate a club newsletter. We agreed to discuss this with Kevin. Lynn suggested that it could be a special project, which would be an opportunity for members to complete some of the more difficult leadership requirements.
We discussed members who are entering the grace period, i.e. the due date for dues has passed and they have not yet paid. We assigned an officer for each such member; within the next week each officer will reach out to his assigned members and discuss the payment of dues.
Lynn mentioned the Tall Tales contest, which is a Toastmasters contest but not many nearby clubs participate. We discussed getting the other clubs in our Area to participate, which would allow us to have an Area contest for club winners. It could also be a PR opportunity. It would also be another opportunity to complete some of the more difficult leadership requirements.
Lynn mentioned the club basket auction for fundraising. Many clubs participate, but we discussed how it is not clear where the money goes. Lynn is asking Toni about that. Currently, we are not planning to participate, but that could change depending on Toni’s response.
Review of Action Items with completion dates
- Contact grace period members.