Exec Team Meeting Minutes February 2017

Posted February 19, 2017 by Speak Up! Toastmasters
Categories: Uncategorized

Exec Team Meeting Minutes February 2017

Date/Time: Saturday, February 4, 2017, 9:15 am-10:15 AM
Participants: Iliana, Dave, Dhiresha, Jay, Josh, Bob, Lynn

Note: The meeting was held via video conferencing. Due to the quick meeting, we only covered three main agenda items:

1. Open House Update
Dhiresha is tasked with finding volunteers to fill our Open House Meeting Agenda. At the time of the meeting, all roles were filled except for Word of the Day. Dhiresha stated that she would confirm with all volunteers that they would still be able to participate in the meeting, and that she would find a Word of the Day volunteer at our regular meeting later that day.
We went through Jay’s Open House Checklist and updated items that have been completed. We also identified incomplete items and developed strategies to complete them. Jay printed out 50 flyers and will be distributing them to our members today to help us advertise the Open House.
Iliana volunteered to lead the food and beverage efforts for the Open House. She will call Papa Johns to see about an AARP discount. She will also ask the club members to bring finger food.
2. TT and International Speech Contest Update
Iliana announced that the TT and International Speech Contest will be held on March 4, 2017. Several of the officers volunteered for roles: Bob- Chief Judge, Dave- Judge, Lynn- Judge, Iliana- Speaker, Dhiresha- Speaker. We brainstormed possible members that would be interested in filling in some of the roles. Iliana will make an announcement at the meeting later that day to ask for volunteers. We will have a Potluck for this Contest.
3. Chamber of Commerce Conference Room
Iliana gave an update on the status of the conference room fees. She announced that we can stay in the room for $250 for one year while we look for another place. Lynn added that we can split that into two 6 month segments, pay the Chamber $125 for the first 6 months while we look for another space, and if we do not find one by the time the 6 months are up, we will renew again for another $125. Iliana will ask for volunteers to form a committee to either figure out a way to get us to stay in the Chamber, or propose new meeting rooms for us to relocate to.
Bob will make a motion during the business portion of the meeting later this day summarizing the aforementioned paragraph, and we will vote as a club.

Exec Team Meeting Minutes January 2017

Posted February 3, 2017 by Speak Up! Toastmasters
Categories: Exec Team Meeting Minutes

Saturday, January 14, 2017, 9:45 am

Participants: Iliana, Dave, Bob, Dhiresha, Jay

Word of the Day Trophy/Stickers

  • We have sticker, Ken working on getting Trophy

Club Initiatives

  • Starting a new club
    • Pittsboro club to submit paperwork next week
  • Open House (Dhiresha to check with Daaiyah, possibly combine with anniversary)
    • District pays up to $50 for open house
    • Check with Bill Marlow (Jay to contact him)
    • Possibly February 18th.
  • Membership Building Award
    • Talk Up Award (five new members b/w Feb 1 and March 31)
    • Dhiresha can take the lead on that
    • Open House can coincide with this event
    • Consider giving a prize (Eg $25 gift card from Amazon…Iliana to check this with Josh)
    • Consider possible speakers
      • Sharon (Inspirational)
      • Will (Humorous)
      • Tree (table topics)
      • Daaiyah and Swarna agreed to do evaluation

Officer Reports:

VP Public Relations (Jay)

    • To work with Dhiresha on Open House
    • Meetup edit access
    • Check FB
    • Blogs

 

VP Membership (Dhiresha):

    • Dhiresha will sponsor Daria’s membership starting in April. Dhiresha cannot find the abridged version of the induction ceremony. 

 

VP Education (Dave):

    • Iliana will keep a list of new members so that Dave can readily check off who has been through orientation.
    • Dave will present Iliana’s CC and CL awards today (01/14/17); Iliana will present wLynn’s High Performance Leadership award next Saturday (01/21/17).or

 

President (Iliana):

    • DCP: Need an advanced certification credit (Dave/Lynn)
    • Responsibilities flowchart need further review by officers
    • Encourage members to sign up for roles
      • Possibly ask mentors to encourage mentees
      • Jay willing to give a speech from successful club series to increase enthusiasm
      • We need to consider other options
    • Iliana is looking for Presiding officer for 1/28 meeting
      • Possibly Will or Swarna
    • Dave mentioned about coming up with Videos/tutorials
    • Iliana updated about the discussion with Justin from Chamber of Commerce
      • Start with $500 increase
      • Do full increase (total $2000) gradually

 

Exec Team Meeting Minutes October 2016

Posted November 3, 2016 by Speak Up! Toastmasters
Categories: Exec Team Meeting Minutes

Saturday, October 8, 2016 – 9:45 – 10:30 am

Executive Team:
President – Iliana Kafel                                       Sergeant At Arms- Bob Johnson
VP Education- Dave Fernandez                        Treasurer- Josh Lowry
VP Membership- Dhiresh Marshall                Secretary- Vicki Burnett
VP Public Relations- Daria Mallard                 VP Technology- Lynn Cohen

Accept/Modify Minutes from Last Meeting (completed offline)

Old Business (5 mins)

Fall Speech Contest: Area 62 Contest will be held at the UNC School of Medicine Wednesday October 19, 2016 at 6:30 PM. Sean Su and Virginia Ewing-Hudson will be attending.

Word of the Day Contest – Discussion:
We will have the contest once a month – First of the Month – Ken to provide trophy in due time
Word of the day person keeps tab of who uses the word of the day and how many times – limited to 3 times

Officer Reports (2 mins each; total of 16 mins; these are brief reports of progress and issues; please bring up items that require discussion and planning as part of new business):

VP of Technology Report (Lynn)– Not present.

Sergeant at Arms Report (Bob)– nothing to report

Treasurer Report (Iliana/Vicki/Lynn)– Has our visitor pamphlet been updated and printed? Yes.
Josh is back on 10/29/16
PayPal issues – Lynn to advise when she returns.

Secretary Report (Vicki)– Not present. Updated Visitor Pamphlet and dropped off at Chamber.

VP Public Relations Report (???)–
Daria plans to come back in November. If needed, we will have special election to fill this position. Need to make sure new person gets 6 months in this position for credit.

VP Membership Report (Dhiresha)–
Will send new members welcome letter with SUTM website log-in information;
Will give new members the option to pay online after the meeting or hand a check.

VP Education Report (Dave Fernandez)–
Dhiresha has her CL, Dave will present to her once she gets her certificate in the mail;
Iliana to work with Dave on CL completion;
Dave will have a new member orientation once a month.

President Report (Iliana)–
Distinguished Club Program, Review on back of page. The only two categories needed are new members and officer training (Fall, to be determined).
Iliana will DEVELOP A FLOW CHART OF RESPONSIBILITIES I.e. who adds the person into SUTM, who adds them into international, who sends welcome e-mails

Other New Business (22 mins)
Club initiatives e-mail (Lynn/Iliana/Dhiresha); How do we claim an award? (This item was not reviewed since Lynn was not present)
Will Wilson suggested purchasing a printer. Voted against.
Club Slogan (Bob) – Iliana to announce at the end of meeting today. Will discuss at next meeting.

Review of Action Items with completion dates (2 mins)
Next Executive Meetings: Nov 12; Dec 10
Adjourn
Presidents Distinguished Goals

Education
1. Two Competent Communicator (CC) awards
a. Darrell Keyes
b. Bob Johnson
2. Two more CC awards
a. Dhiresha
b. Iliana
3. One Advanced Communicator Bronze (ACB), Advanced Communicator Silver (ACS), or Advanced Communicator
Gold (ACG) award
a. Josh Lowry (ACB)
4. One more ACB, ACS, or ACG award
a. Lynn Cohen (ALB)
5. One Competent Leader (CL), Advanced Leader Bronze (ALB), Advanced Leader Silver (ALS), or Distinguished Toastmaster (DTM) award
a. Ken Taylor (CL)
6. One more CL, ALB, ALS, or DTM award
a. Bob Johnson (CL)

Membership
7. Four new members
a. Nathan Rice
b. Jay Paulson (Smedley #1)
c. Yogi
d. Ann Marie
8. Four more new members
a. Marcie??
b.
c.
d.

Training
9. A minimum of four club officers trained during each of the two training periods
a. Iliana Kafel
b. Ashita Ranjan
c. Dhiresha Marshall
d. Bob Johnson

a.
b.
c.
d.

Administration
10. On-time payment of membership dues accompanied by the names of eight members (at least three of whom must be renewing members) for one period and on-time submission of one club officer list
a. Iliana Kafel
b. Lynn Cohen
c. Ken Taylor
d. Swarna Reddy
e. Suttee Toopin
f. Sean Su
g. Virginia Ewing-Hudson
h. Bob John

Exec Team Meeting Minutes September 2016

Posted September 8, 2016 by Speak Up! Toastmasters
Categories: drafts

Saturday, September 3, 2016, 9:45 am
Participants: Iliana Kafel, Ashita Ranjan, Dhiresha Marshall, Bob Johnson, Lynn Cohen

Absent: Josh Lowry, Daria Mallard, Vicki Burnett
Minutes from Last Meeting – Minutes have not been sent out.
Old Business:
Meet-Up update (Iliana)  We are going to keep paying $15/mo to keep our meet-up account active. This price is for any meet-up club over 50 members, and the executive committee agreed that we needed more than 50 meet-up members given the size of our club and the number of people joining our meet-up page. Lynn made the payment last week and has been reimbursed by Iliana.


Fall Speech Contest: Details, Volunteers, Announce on FB; Crystal Bynum (Area 62 Director) (Iliana) Iliana is contest chair, Lynn is contest master, Daaiyah is master judge. Iliana will ask Daaiyah to reach out to Crystal Bynum and Elmer Hill. Dhiresha is assisting by printing out material and organizing potluck.


Word of the Day Contest STARTS TODAY!!! (gift card at the end of the month) (Iliana)
Iliana will assign a supporting role to count the word of the day used by the speakers.

Officer Reports:  
VP of Technology Report (Lynn)– website/marketing material updates
Lynn to confirm $2 processing fee was added to new member paypal page.

Sergeant at Arms Report (Bob)–  Nothing to report

Treasurer Report (Iliana/Lynn)–  Has our visitor pamphlet been updated and printed?
1.) Need check from Jay and Nathan.
2.) Lynn to assist with Treasurer responsibilities. Iliana will deposit checks.
Lynn has been added to the bank account signature card and is the primary online banking account holder. She will assist with balancing our account and paying for membership renewals and transferring paypal funds.
3.) PayPal issues have not been resolved yet.
The issues are not keeping us from transferring funds. We will leave as is until after the dues period is over.
Iliana will e-mail members who have not paid dues

Secretary Report (Vicki)–

VP Public Relations Report (Daria)– Post on Area 62 Calendar? Speech Contest, etc.

VP Membership Report (Dhiresha)–
Asked Lynn and Iliana to take of picture of the sign-in sheet and send to her when she is not at the meeting so that she can keep track of visitors.
Dhiresha will print out all the material for the speech contest on 10/01 as well as membership applications (we are running low).

VP Education Report (Ashita Ranjan)–

President Report (Iliana)– Distinguished Club Program: review on back of page and set goals. We have completed 6 of 10 DCP goals. We need to focus on membership.,
DCP Chart (David mentioned)   – need to ask Ken Iliana to ask Ken; VPE election Will be held during business portion of meeting today. UPDATE: ELECTION HELD: LYNN COHEN (AS NOMINATING COMMITTEE CHAIR) NOMINATED DAVID FERNANDEZ. NOMINATION FROM THE FLOOR WAS REQUESTED THREE TIMES. NO NOMINATIONS FROM THE FLOOR. DAVID FERNANDEZ WAS ANNOUNCED NEW VP OF EDUCATION.

Other New Business (22 mins)

Will suggested purchasing a printer. Vote. We will vote at the next executive committee meeting

Review of Action Items with completion dates (2 mins)

Adjourn

 

Exec Team Meeting Minutes August 2016

Posted September 8, 2016 by Speak Up! Toastmasters
Categories: Exec Team Meeting Minutes

Saturday, August 13, 2016, 9:30 am
Participants: Iliana Kafel, Ashita Ranjan, Dhiresha Marshall, Bob Johnson, Vicki Burnett, Lynn Cohen

Absent:  Josh Lowry is working in China and Daria Mallard is attending 2016 International Convention in Washington, DC


Minutes from Last Meeting
 – accepted as amended.
Old Business:
Iliana will edit Meet UP members to remove inactive participants and activate space for new participants with our Speak Up Meet Up Site.

Officer feedback from TLI-Vicki Burnett attended the Division “F” TLI  training in Greensboro August 6, 2016.  Total of 5 Club Officers trained during the first training period.  The second training period will occur January, 2017, please check the calendar for dates, times and locations.

Officer Reports:
VP of Technology Report –Lynn Cohen demonstrated how to update documents on theSUTM website using the Site Admin console. International Club Member dues will increase October 1 and Your Path to Membership will need to be updated and distributed. Lynn temporarily made “Pay Pal” unavailable while dues are updated.
Sergeant at Arms Report – Our club stream the International Speech Contest from 6-9:00 Saturday August 20th at the Chapel Hill Chamber of Commerce.  The Hillsborough TM Club will join us for this event to share a Pot Luck Meal and enjoy the speech contest.
Treasurer Report – Iliana Kafel,  2 checks from new member dues for deposit were given to the Club Secretary (Vicki Burnett) for deposit.
Secretary Report – Vicki Burnett; remind all members of SUTM to join the Chamber of Commerce, because it is a good opportunity to meet business professionals and invite them to our meetings.
VP of Public Relations – Daria Mallard will cast our Club Proxy votes at the International Annual Business Meeting in Washington.

VP of Membership Report – Dhiresha Marshall updated guest sign in sheet and will follow up with emails to welcome our guest and invite them to join SUTM.
VP of Education Report – Ashita Ranjan will focus on DCP (Distinguished Club Program), monitoring the agenda, tracking CC and CL progress, mentors, deadlines and schedules, and keeping the club calendar updated.  Volunteered to chair the Fall Speech Contest October 1, 2016.
Presidents Report –Iliana Kafel, President’s Distinguished Club Goals.

Education -We need 3 more CC awards and one CL, one more ACB, ACS or ACG award.  Membership – Continue working on Smedley Award to recruit 4 new Members by the end of September.                                                                                                                                          Training–  5 officers trained June – August, need 4 officers to attend training in January.  Administration– Remind members to renew their membership before the end of September.                                                                                                                                                       Pilot a new WORD OF THE DAY CONTEST – more details at the next meeting.

Other New Business
The next executive team meeting will be September 10, 2016, we will review the Fall Contest and confirm membership renewals.

Review of Action Items with completion dates:                                                                                   Vicki -deposit 2 checks (new members) at BNC,update tent cards for officers, make tent cards for new members, update Path to Membership brochure,Order badges, trophies, contest kits, etc for contest.                                                                                                                   Lynn – update Pay Pal to reflect dues increase ASAP, Stream International Speech Contest          Daria – International Conference, Washington DC – August 20                                                          Notify Chapel Hill News of the Club Speech contest October 1, 2016
Iliana – Announce Fall Speech Contest, remind members to renew
Bob – Set up for Evening of August 20

Exec Team Meeting Minutes July 2016

Posted July 23, 2016 by Speak Up! Toastmasters
Categories: Exec Team Meeting Minutes

Saturday, July 9, 2016, 9:45 am

Participants: Iliana Kafel, Ashita Ranjan, Dhiresha Marshall, Josh Lowry, Daria Mallard, Bob Johnson, Vicki Burnett, Will Wilson, Ken Taylor

Minutes from Last Meeting – accepted with no modifications

Old Business:

No Old Business; Officer feedback from TLI-Bob Johnson, Ashita Ranjan, Dhiresha Marshall and Iliana Kafel attended the Division G TLI at the BCBS Building on June 25, 2016.  SUTM received .5 for having 4 officers attend this training.  Anyone who was not able to attend TLI can refer to District 37 Toastmasters Calendar of events for upcoming TLI officer training.

 

Officer Reports:

VP of Technology Report –Lynn Cohen; absent

Sergeant at Arms Report – Bob Johnson; nothing to report.

Treasurer Report – Josh Lowry; The BNC account signatures have been updated to include Josh Lowry, Treasurer and Iliana Kafel, President.  Iliana will keep the check book until Josh returns from China.  Darrell Keys removed his name from the account and Lynn Cohen will remain on the account until Josh returns from China. Lynn and Iliana will take responsibility for PayPal, expense reports, and dues reminder emails while Josh is away.

Secretary Report – Vicki Burnett; nothing to report.

VP of Public Relations – Daria Mallard will update/maintain SUTM social media sites.  Ken Taylor confirmed SUTM Meetup Site is currently bringing the most new members.  A Meetup basic plan is $15/month ($180/year).  A committee will research and determine if possible to remove inactive participants to continue with free Meet up account.  Chapel  Hill Newspaper offers space for club contest- give one month lead time for publication.

VP of Membership Report – Dhiresha Marshall will answer guest emails, greet guests at meetings, make sure the Greeter role is filled for each meeting, provide the green Path To Membership flyers, new member forms, and new member inductions.

VP of Education Report – Ashita Ranjan will focus on DCP (Distinguished Club Program), monitoring the agenda, tracking CC and CL progress, mentors, deadlines and schedules, and keeping the club calendar updated.

Presidents Report –Iliana Kafel, Club Special Projects .

Lynn will be gone until July 23, and she suggested that we look ahead for each meeting in July to figure out who will be the Presiding Officer for each meeting.

Other New Business

Elmer Hill inducted the new officers.  The next executive team meeting will be August 13, 2016.  During that meeting, we will discuss the Fall Contest and plan to schedule the event prior to the Area Contest.

Review of Action Items with completion dates

Iliana – Who’s Role Is It? – July 16

Daria – International Conference, Washington DC – August 20

Ken – Order new badges, trophies, contest kits, etc.

Iliana – keep the checkbook while Josh is in China

Josh – Will be in China July, August and September

Lynn – remove name from bank account – upon Josh’s return to USA

Lynn – GoToMeeting training for officers

 

 

Exec Team Meeting Minutes June 2016

Posted June 28, 2016 by Speak Up! Toastmasters
Categories: Exec Team Meeting Minutes

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Exec Team Meeting Minutes June 2016

Saturday, June 18, 2016, 9:45 am

Participants: Lynn Cohen, Ken Taylor, Josh Lowry, Darrell Keyes, Will Wilson, Virginia Hudson, Bob Johnson, Ashita Ranjan, Iliana Kafel, Vicki Burnett, Dhiresha Marshall

Minutes from Last Meeting – accepted with no modifications

Old Business:

Lynn described her duties, as the current President, in terms of the executive team meetings.  The President sets the agenda, emails the other officers, keeps the meeting on schedule, and updates the website.

 

Officer Reports:

VP of Technology Report – Lynn described her duties as the incoming VP of Technology.  She will update both websites – the club site and the TMI site – to enter the new officers for July 1st.  Ken will still be the admin for the club site.

Darrell has setup the Meetup group.

We need to change the Chamber of Commerce’s contact info (so the CoC can contact the new officers).

Sergeant at Arms Report – Virginia mentioned that, technically, the Sergeant at Arms is supposed to reserve the weekly meeting room, although she has not had to do that during her tenure.  Lynn told the new officers that they can decide who should be responsible for meeting room reservation.

Virginia has kept receipts from various expenses incurred during the execution of Sergeant at Arms duties (primarily supplies).  She noted that we are currently in good shape in terms of supplies.

Treasurer Report – Darrell will reimburse Virginia for the expenses, using the club bank account.  The account is at BNC (not PNC!).  Darrell and Lynn will remove their names from the account, and the new Treasurer-President duo (Josh-Iliana) will add theirs.  Each person can do this individually so there is no need to coordinate a group trip to the bank.  Josh will be in China at the start of his tenure as Treasurer, so Lynn agreed to keep her name on the account until Josh returns.

Darrell described his duties as Treasurer, including PayPal, expense reports, and dues reminder emails.

Secretary Report – Will described his duties as Secretary, which primarily consist of taking notes during executive team meetings and publishing said notes.

Lynn showed how to find the spreadsheet (with all the info for accounts, logins, passwords, etc) on the club site.  She also showed the Chamber of Commerce site and mentioned that all SUTM members can join.

Iliana mentioned that she thinks Daria should be an admin of the club Facebook page.

Lynn showed the admin console in the club site and described some of the features that will be useful to the new officers.  Ken showed how he updates guest and member info in the club site.

VP of Membership Report – Josh described his duties as VP of Membership, including answering guest emails, greeting guests at meetings, the Greeter role, the green Path To Membership flyers, new member forms, and new member inductions.

VP of Education Report – Ken described his duties as VP of Education, including a focus on DCP (Distinguished Club Program), monitoring the agenda, tracking CC and CL progress, mentors, deadlines and schedules, and keeping the club calendar updated.

Presidents Report – We discussed some logistics for the induction ceremony for the new officers, which will take place during the regular club meeting on July 9.  Elmer Hill is coming.  Iliana has the officer pins.  Ken will order the new badges.

Lynn will be gone until July 23, and she suggested that we look ahead for each meeting in July to figure out who will be the Presiding Officer for each meeting.

Lynn talked about ordering trophies, contest kits, etc.

Other New Business

The first executive team meeting for the new officers will be July 9.  During that meeting, the new officers will discuss the meeting schedule going forward.

Lynn mentioned that GoToMeeting could be useful for training the new officers.

Review of Action Items with completion dates

Lynn – Update club site with new officers – July 1

Lynn – Update TMI site with new officers – July 1

Ken – order new badges

Iliana – add name to bank account

Josh – add name to bank account – post-China

Lynn – remove name from bank account – post-China

Darrell – remove name from bank account

Virginia – submit receipts to Darrell

Darrell – reimburse Virginia for expenses

2016 Officer Elections

Posted May 16, 2016 by Speak Up! Toastmasters
Categories: Exec Team Meeting Minutes

Tags: , , , , ,

Saturday, May 14, 2016, 11:00 am

For the election of new officers, we needed at least 50% of active members in attendance to reach a quorum.  We currently have 37 active members, so the minimum was 19.  We started the elections with 25 active members present, and ended with 23 members present.  Thus, the necessary quorum was reached.

President

Lynn read the officer description and the current nominees: Iliana.  Lynn asked for other nominations and there were none.  Lynn moved to vote by acclimation, and Iliana was elected as the new President.

VP Education

Lynn read the officer description and the current nominees: Ashita.  Lynn asked for other nominations and there were none.  Lynn moved to vote by acclimation, and Ashita was elected as the new VP Education.

VP Membership

Lynn read the officer description and the current nominees: Dhiresha.  Lynn asked for other nominations and there were none.  Lynn moved to vote by acclimation, and Dhiresha was elected as the new VP Membership.

VP Public Relations

Lynn read the officer description and the current nominees: Daria.  Lynn asked for other nominations and there were none.  Lynn moved to vote by acclimation, and Daria was elected as the new VP Public Relations.

Secretary

Lynn read the officer description and the current nominees: Vicki.  Lynn asked for other nominations and there were none.  Lynn moved to vote by acclimation, and Vicki was elected as the new Secretary.

Treasurer

Lynn read the officer description and the current nominees: Josh.  Lynn asked for other nominations and there were none.  Lynn moved to vote by acclimation, and Josh was elected as the new Treasurer.

Sergeant-At-Arms

Lynn read the officer description and the current nominees: Bob.  Lynn asked for other nominations and there were none.  Lynn moved to vote by acclimation, and Bob was elected as the new Sergeant-At-Arms.

VP Technology

Lynn read the officer description and the current nominees: Lynn.  Lynn asked for other nominations and there were none.  Lynn moved to vote by acclimation, and Lynn was elected as the new VP Technology.

 

The newly elected officers are as follows:

  • President – Iliana
  • VP Education – Ashita
  • VP Membership – Dhiresha
  • VP Public Relations – Daria
  • Secretary – Vicki
  • Treasurer – Josh
  • Sergeant-At-Arms – Bob
  • VP Technology – Lynn

Exec Team Meeting Minutes – May 2016

Posted May 16, 2016 by Speak Up! Toastmasters
Categories: Exec Team Meeting Minutes

Tags: , , , ,

Saturday, May 14, 2016, 9:45 am

Participants: Lynn Cohen, Ken Taylor, Will Wilson, Virginia Hudson, Darrell Keyes, Sean Su, Bob Johnson

Minutes from Last Meeting – accepted with no modifications

Old Business

We won another early bird award – Elmer Hill should have the free officer pins.

The election for new officers is scheduled for today, and those new officers will officially begin serving on July 1st.  On either June 30 or July 1, Ken will update the officer roles on both the agenda template and the TMI website.

We discussed inviting the new Area Director to join us when we officially induct the new officers.  This is not required but it is nice when the Area Director can attend.  We need to find out who is the new Area Director, and whether or not we are still in Area 6.

Election of New Officers

We discussed the officer election.  We currently have 37 active members, thus a minimum of 19 are needed for a quorum.  Visitors can observe but cannot vote.

We discussed the candidates for each office.  Dave had withdrawn his name from the Secretary office, and Vicki had agreed to be a candidate for Secretary.  This left us with exactly one candidate for each office:

  • President – Iliana
  • VP Education – Ashita
  • VP Membership – Dhiresha
  • Treasurer –  Josh
  • Secretary – Vicki
  • VP Public Relations – Daria
  • Sergeant-at-Arms – Bob
  • VP Technology – Lynn

Lynn reviewed the script for elections.  Will agreed to record the results.

 

Officer Reports

VP of Technology Report – No news to report.

Sergeant at Arms Report – Path To Membership materials – we have enough to last through June.  At that point, the new officers will be in place.

Treasurer Report – Darrell mentioned that he had some old documents that should be shredded.

On the site, we have 36 active members, and Darrell mentioned that he had received dues from another member, giving us 37 current active members.

Secretary Report – No news to report.

VP of Membership Report – Officer not present.

VP of Education Report – We have achieved 8 out of 10 points in the DCP (Distinguished Club Program).  We can achieve 9 with the completion of one more advanced manual.  Steve is scheduled to give a speech today which completes an advanced manual.  (*Post-meeting note: Steve gave the speech and completed the advanced manual)  In order to reach the tenth and final point, we will need to complete another CC manual by June 30.  Darrell and Will are both scheduled to give a speech to complete a CC at the June 18 speech-a-thon.  Ken mentioned that we could submit one CC before June 30, to reach 10/10 for DCP, and submit the other CC after June 30, so that it will count for the next period.

Presidents Report – The next exec meeting is scheduled for June 18.  Lynn might be in Germany.  This will be the last meeting of our term, and we will invite the new officers to help them make a smooth transition.

Other New Business

We talked about getting rid of the DropBox account, but we still need it for a few things.

We have gotten a few complaints about the 4th speaker slot, mostly due to its potential to extend the length of meetings.  We agreed to keep the slot as an option and leave its use to the discretion of the officers.  We also discussed ways to keep meetings from running long, such as emphasizing the time limit for each role.

Ken is helping Dave with the new Pittsboro club and described how Dave should get credit for starting the new club.

Ken mentioned advanced clubs, which you can only join if you are an active member of a regular club.

Lynn is looking for other clubs to coach/mentor in her pursuit of DTM.  Ken is also close to achieving DTM.

Transition to New Officers

Ken suggested we begin including the new officers in our email correspondence among officers.

The new President and Treasurer will need to go to the bank to update the club account with their names, as well as remove the current names.

Lynn said she had previously paid godaddy.com (for the club website) with her personal credit card, and future payments should be made using the club card.

Ken mentioned that we will need new officer badges.  Lynn described how it was somewhat difficult to order the badges using certificates.  We agreed to leave this task to the new Treasurer.

Lynn suggested that the new officers go ahead and purchase speech kits for the next 2 contests.

TLI is June 25.

The previous President is automatically part of the new executive committee.

Review of Action Items with completion dates

X

Exec Team Meeting Minutes April 2016

Posted April 13, 2016 by Speak Up! Toastmasters
Categories: Exec Team Meeting Minutes

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Saturday, April 09, 2016, 9:45 am

Participants: Ken Taylor, Will Wilson, Virginia Hudson, Bob Johnson, Darrell Keyes, Sean Su

Minutes from Last Meeting – accepted with no modifications

Old Business:

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Officer Reports:

VP of Technology Report – No news to report.

Sergeant at Arms Report – The yellow sign-in sheets are a bit outdated.  We discussed how it might be difficult to constantly update the sheet, and how it might make the most sense to update the sheet twice a year.  That way, we can print multiple sheets and not worry about throwing them away as soon as a new member joins.  We will continue using the current sheets until the conclusion of the 60-day grace period (June 01).

Treasurer Report – 28 members have paid, plus 2 new members.  Darrell reported the balance in our bank account as well as our PayPal account.  We will need to pay approximately $1500 next month to the Chamber of Commerce as rent for our meeting room.  Darrell has informed our members of the 60-day grace period (starting April 01).

Ken encouraged Darrell and the other officers to keep up the pressure (politely) on other members to pay up.  We discussed some members not expected to renew, such as Steve and Vaughn.

Secretary Report – No news to report.

VP of Membership Report – Officer not present.

VP of Education Report – We have completed 6 of 10 DCP points, which qualifies us as Distinguished.  We need 7 points to achieve Select Distinguished and 9 points to achieve Presidents Distinguished.  The remaining 4 points are:

  • One CC
  • Two CCs
  • One Advanced Communicator
  • One Advanced Communicator

Lots of members are close to finishing CC (6-9 speeches completed), for example Will has completed 9 speeches.  Ken is confident that Rick Daley and Sharon Hill will be able to submit an Advanced Communicator.

We need to reach at least 3 of the remaining 4 points to continue our unbroken streak of Presidents Distinguished.  The deadline is June 30.  We discussed some members that have been “falling off” (participating less frequently) and others that have been “stepping up” (participating more frequently).  Ken noted that agendas are filling up with regularity, so it could be challenging for members to complete the needed speeches.  Ken encouraged the other officers to touch base with members close to completing a manual and encourage them, but make sure not to overdo it.

Presidents Report – Officer not present.

Other New Business

Division G contest is Monday, April 11.

Officer elections are coming up soon.  We tentatively set the date for the elections as May 14th – prior dates may conflict with graduations.  We want to give the new officers enough time to observe the current officers before starting their terms.

We discussed potential candidates for each office:

  • President – Swarna, Iliana, Dhiresha
  • VP Education – Sharon E, Iliana, Dhiresha
  • VP Membership – Ken, Ryan, Ladonna, Ashita
  • Treasurer –  Josh
  • Secretary – Ashita, Vicki
  • VP Public Relations – Iliana, Anoo, Ryan
  • Sergeant-at-Arms – Bob
  • VP Technology – Mark P, Josh, Ashita

Review of Action Items with completion dates

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