Saturday, August 08, 2015, 9:45 am
Participants: Lynn Cohen, Ken Taylor, Kevin McCreery, Darrell Keyes, Will Wilson, Virginia Hudson, Sean Su, Vaughn Greene
Minutes from Last Meeting – accepted with no modifications
Sean agreed to remove “Test” from the minutes link on the SUTM site.
Lynn and Ken each discussed their vision for the club. Lynn encouraged the team to aim high and strive for all awards, such as the Smedley. Ken mentioned our reputation as fun and loose yet well-organized. Ken’s phrase “Toastmasters Without Borders” was well-received.
Darrell gave updates on the upcoming club contest. The speaker of the target speech (for the Evaluation contest) has been confirmed. The contest is scheduled from 11am to 2pm. All supplies have been ordered. The trophies are ready and Lynn will acquire them. Darrell provided a sample agenda for the contest and asked for feedback. Darrell provided a sign-up sheet for contest roles which was later circulated during the regular meeting. We discussed encouraging everyone to bring refreshments, and Darrell mentioned that we have $30 in the budget that could be used for refreshments. It was agreed that coffee is the most important refreshment.
VP of Technology Report – Sean is planning to learn more about the commonly-used technology, especially the TV.
Sergeant at Arms Report – Virginia has been placing all meeting materials (agendas, pens, voting slips, etc) together on a table at the front of the room at the start of each meeting. All officers should encourage members and guests to grab their own supplies at the beginning of each meeting and return them to the table at the end.
Treasurer Report – Darrell has created a spreadsheet for the budget. Lynn will send information about networking sites. We agreed to eliminate Loaner Manuals from the budget since they are no longer needed. We agreed to add a 1-time item for trophies (which covers both Fall and Spring contests). We agreed to add an item for viewing the International Speech Contest. We talked about adding an item for officer pins, and Ken and Vaughn mentioned that there is a way we can get the pins for free.
Secretary Report – Will is going to first post minutes under a different category, such as “drafts”, and send that link to the officers for approval. Officers have 2 weeks to submit corrections/updates/edits. After that, Will will update the minutes as needed and publish them under the normal “Exec Team Meeting Minutes” category.
VP of Public Relations Report – Kevin discussed 4 major social networking sites – Twitter, LinkedIn, MeetUp, and Facebook. We agreed that MeetUp was the most important. Kevin requested admin abilities for these sites. We agreed to poll our members and see which sites they use most frequently.
We talked about putting ads in papers, especially for contests. Vaughn suggested the “Chapel Hill News” publication which has a section for local events and would allow us to put something there for no charge. Lynn suggested we also get our events onto the calendar on the Chapel Hill News website.
VP of Membership Report – Not present.
VP of Education Report – Ken will be out for a few weeks and had sent an email listing some tasks he normally does. His supersheet project is ongoing and still requires input from all members.
Presidents Report – The International Speech Contest will start at 3pm (August 15) and thus might not be ideal for our club. Sharon Eisner is working to reserve the same room as last year.
New members process – we agreed to discuss when Josh is present.
Ken raised some questions about dues amounts and simplifying the pro-rating process. We agreed to eliminate cents and use only whole-dollar amounts.
Darrell mentioned that dues are due by September 19. He agreed to give an earlier due date to our members in order to maximize the odds that we will collect them all before September 19. Darrell agreed to use the website’s ability to email invoices.
The area contest, previously scheduled to begin at 6:30pm, will now begin at 6:00pm. Lynn agreed to make this update on our club calendar.
Ken suggested that we could further enhance our reputation as a fun club by giving a creative presentation at the District Conference (Oct 23, 24). Lynn agreed to look into getting SUTM onto the agenda.
Lynn mentioned that, in all likelihood, we will only send 1 winner from each contest to the Division G contest (Oct 8). This has not been finalized but is very unlikely to change.
We discussed purchasing nametags for the major meeting roles, such as Toastmaster and General Evaluator, along with the officer nametags. We agreed to purchase both groups of nametags. The price range is expected to be $60-$90. Lynn agreed to order them.
Vaughn suggested we add to our club calendar the networking events held by the Chamber of Commerce. Ken said they have a morning event called “Business Before Hours” and an evening event called “Business After Hours”.
Review of Action Items with completion dates
VP of Technology
- Remove the text “(Test)” from the meeting minutes link on the SUTM site
- Help Ken with map
- Update budget
- Send out dues invoices
- Post minutes online under “drafts” category
VP of Public Relations
- Look into Chapel Hill News – print and website
VP of Education
- Update dues chart
- Order nametags
- Reserve agenda slot for SUTM at District Conference
- Procure trophies
- Send Lynn your vision for the club and your individual vision for your role