Exec Team Meeting Minutes July 2016

Posted July 23, 2016 by Speak Up! Toastmasters
Categories: drafts

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).  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 – in China __/__/__  to __/__/__

Lynn – remove name from bank account – post-China

Lynn – GoToMeeting training for officers

 

 

Exec Team Meeting Minutes June 2016

Posted June 28, 2016 by Speak Up! Toastmasters
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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
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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
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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
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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:

X

 

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

X

Exec Team Meeting Minutes February 2016

Posted February 22, 2016 by Speak Up! Toastmasters
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Saturday, February 20, 2016, 9:45 am

Participants: Lynn Cohen, Ken Taylor, Josh Lowry, Will Wilson, Virginia Hudson, Bob Johnson, Rick Daley

Minutes from Last Meeting – accepted with no modifications

Old Business:

Demetrius was inducted as new member (officially February 1, 2016).  There are a few other potential new members, including Penny and Rogelio.

Speech contest update – Bob has a sufficient number of speakers registered for the contest (both parts).  He is still recruiting people to fill a few contest roles.  He has booked the meeting room for an extra hour for the day of the contest.  We are not aware of a new contest script – if none is found, Bob plans to use the same script that was used for the last contest.
The district contest is March 29 at 6pm.  Ken is the chief judge.  The library normally closes at 8, and previously there have been contests than ran over the time limit.  However, the library apparently allows an extra hour for $25.

 

Officer Reports:

VP of Technology Report – Officer not present.

Sergeant at Arms Report – We are low on Toastmaster magazines and need to encourage members to bring old issues (post-meeting update: Virginia made this announcement during the club meeting).  Virginia has used personal funds for a few Sergeant at Arms purchases and will get reimbursed by Darrell.

Treasurer Report – Officer not present.

Secretary Report – No news to report.

VP of Public Relations Report – Officer has resigned.  We discussed this and agreed that PR is not a pressing concern at this time, as we are continuing to attract new members.  The remaining officers will work together as needed on any PR issues.

VP of Membership Report – For the Talk Up Toastmasters membership drive award, we need 5 new members in February and March.  We already have one (Demetrius) and there are a few guests that have attended multiple meetings that look like strong candidates for membership.  (post-meeting update: Rogelio was inducted as a new member during today’s club meeting; we now have 2 of the 5 needed for the award)

We discussed having the officers take turns playing the role of “greeter” before every club meeting.  The greeter mans the table in the lobby, welcomes guests, and answers any questions a guest may have.

Ken reminded everyone that you can be a meeting mentor, which counts for the Befriend A Guest requirement in the CL manual.

VP of Education Report – We have accomplished 6 (out of 10) of the Distinguished Club Program.  This is enough to receive Distinguished recognition.  We can receive Select Distinguished by reaching 1 more goal.  We can receive Presidents Distinguished by reaching 3 more goals.  The 4 remaining goals are:

  • 2 CC awards (we have 1 already)
  • 2 CC awards
  • 1 Advanced Communicator award
  • 1 Advanced Communicator award

Steve C is moving out of town, but indicated that he plans to finish an advanced manual before leaving.

The DCP deadline is June 30.

Lynn suggested we allow the 4th speaker slot to be used by a member who is close to finishing a manual, and we all agreed this is a good idea.

Presidents Report – Dues are due starting March 1, and Lynn will announce March 31 as the deadline.  We talked about using PayPal and Square to facilitate dues collection.  Lynn will work on setting that up.

We talked about recruiting next year’s club officers.  The President cannot be the same person 2 years in a row, but any other office can.  Everyone encouraged Ken to remain VP Education.  Lynn is interested in the Treasurer office.  Our club has a number of potential candidates for each office.

Other New Business

Next executive team meeting – contest is March 5, Lynn is out March 12 and 19.  We agreed to hold the next meeting on March 26.

Review of Action Items with completion dates

Bob

  • Fill remaining contest roles

Lynn

  • Look into Square/PayPal for club dues collection.

Exec Team Meeting Minutes for January 2016

Posted January 5, 2016 by Speak Up! Toastmasters
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Saturday, January 02, 2016, 9:45 am

Participants: Lynn Cohen, Josh Lowry, Kevin McCreery, Will Wilson, Virginia Hudson, Sean Su, Bob Johnson

Minutes from Last Meeting – accepted with no modifications

Old Business:

 

Elmer Hill attended a previous meeting and suggested that we station someone (ideally an officer, but could also be a non-officer experienced member) at the entrance to greet guests.  We always have the sign-in table with supplies, but having an actual person there would be better for newcomers.

The next executive team meeting is scheduled for February 13th.
The International Speech  and Table Topics Contest for our club is set for March 5th.
  • Bob is contest master.
  • We will need 4 judges, 2 ballot counters, and 1 tiebreak judge.
  • For the speech contest, at higher levels any judge must have given at least 6 speeches, but there is no minimum for the club-level contest.  The only requirement is that the member be in good standing.
  • Bob will seek more details from Darrell, who was the contest master for our previous club contest.
  • Trophies have already been obtained.
  • Refreshments – we could use the club budget to purchase refreshments, encourage members to bring refreshments (potluck), or some combination of the two.  We discussed using the club budget to purchase some basic refreshments, such as drinks, and encouraging members to supply further snacking materials.
  • Bob will make a sign-up sheet for the contest roles that can be passed around at future meetings until all roles are filled.
  • Bob will call the Chamber of Commerce and reserve the meeting room for an extra hour, in case the contest runs long.
  • Ken has a folder with details/instructions for chairing a contest.
  • Lynn will check with Toni V to see if there is a new script for the contest.
TLI conference is January 23rd.  We are currently planning to have more than 4 officers attend (minimum needed is 4).  Officers need to register online.
Kevin has looked into places where we might be able to get some low-cost advertising to spread the word about our contests and the club in general.  Meetup.com will send announcements/reminders if we add the contests to the Meetup calendar.  The Chapel Hill News also finally responded.

 

 

New Business

Josh suggested that we try to get all members, especially newer ones, more familiar with all the supplies and tools, such as the agendas.

Lynn is organizing the Tall Tales contest.  The date has not been finalized but we are thinking the best time will be early-to-mid June.  The contest will only be for our Area.

We discussed mentoring – we should check on new members and make sure everyone has a mentor.  At a previous meeting, Sean mentioned that it would be good for officers to have a way to see who is mentoring who.  This would be useful in case the VP of Education gets lost in Oregon (for example).

It will soon be time to collect club dues.

We discussed officer roles and agreed that the VP of Education requires the most work.  Lynn discussed the duties of a Club President and an Area Governor.  We talked about how it could be helpful for future officers to attend a few executive team meetings before they become actual officers.

Review of Action Items with completion dates

Bob

  • Reserve meeting room for extra hour for contest.
  • Create sign-up sheet for contest roles (and contestants).

Lynn

  • Check with Toni V about new script for contest.
  • Get tear-off sheets from TLI.

Exec Team Meeting Minutes for October 2015

Posted October 4, 2015 by Speak Up! Toastmasters
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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

Old Business:

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.

Officer Reports:

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]

New Business

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

All

  • Contact grace period members.

Exec Team Meeting Minutes for September 2015

Posted September 7, 2015 by Speak Up! Toastmasters
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Saturday, September 05, 2015, 9:45 am

Participants: Lynn Cohen, Ken Taylor, Kevin McCreery, Darrell Keyes, Will Wilson, Virginia Hudson, Sean Su

Minutes from Last Meeting – accepted with no modifications

Old Business:

We discussed reserving spots near the front of the room for both the Toastmaster and the General Evaluator.  We discussed purchasing nametags for the Big 3 roles (Toastmaster, General Evaluator, Table Topicsmaster).  These nametags would help us improve our lectern transfer protocol.

Lynn has shared the executive team vision and motto with the club and the reception has been positive.

Regarding the upcoming club contest, Darrell has met with Helena and Bob.  They have the applications and are sending emails.  They are still looking for someone to fill the Photographer role but are confident one will be found.  Lynn mentioned the person who will be the Tie-Breaker judge for the contest, i.e. someone who votes in the case of a tie.  We agreed to keep this person’s name anonymous.  Darrell is planning to print agendas on Wednesday and is encouraging all members who wish to participate to sign up by Tuesday.  Darrell has planned a budget of $30-40 for refreshments, which will include nuts, fruits, water, and juice.  We still need people to bring cups, plates, and napkins.

Ordering officer nametags is still in progress.

Lynn and Ken discussed the upcoming District Conference.  We are still planning to put on some kind of performance one night at the conference.  This should further cement our club’s reputation as both fun and well-organized.

Officer Reports:

VP of Technology Report – Sean has updated map on the club website.  He mentioned that the last Saturday in December falls on the 26th, and wondered if we should cancel the meeting since it is the day after Christmas.  We discussed it and agreed to keep the meeting as scheduled.

Sergeant at Arms Report – No news to report.

Treasurer Report – Darrell discussed the collection of club dues.

Secretary Report – No news to report.

VP of Public Relations Report – Kevin has been making efforts to contact the newspaper but so far has not gotten a response.  He plans to focus on MeetUp, Twitter and Facebook, as the other options are looking too expensive.  He encouraged the officers to promote the club through our personal Facebook pages.  We discussed allowing members to promote personal items/things/stuff via the club social media.  We agreed that we like events, not products.  We decided to allow promotion, but with the caveat that we keep an eye on things and step in if we feel someone is going too far.

VP of Membership Report – Not present.

VP of Education Report – We are still on track for the Smedley Award.  We already have 2 new memberships in the time period (we actually gained 3 new members, but one was a transfer from another club and thus does not count toward this aspect of the Smedley).  15 members have already paid.  We need more orientation kits.  We also need more new member kits, but those fall under the VP of Membership.

Presidents Report – Lynn visted the After 5 Belltower club and said it was very good.  They had a welcome kit with more (than ours) and Lynn is giving one to Josh.  Lynn briefed us about the guest speaker scheduled for the today’s meeting.  Lynn mentioned that a new member was expected to join today. [Post-meeting note: Rahul was voted in today as a new member]

New Business

We discussed the speech-a-thon and what would be the best date for it.  We decided upon October 17th.

We discussed having a similar meeting for Table Topics, where there are no prepared speeches and no oral evaluations.  The name “Topical Thunder” was proposed and accepted.  We discussed possible dates and decided upon November 28th, which is the Saturday following Thanksgiving.

We discussed Daaiyah’s upcoming earning of her DTM.  [Post-meeting note: Daaiyah gave her final speech today and has now completed all DTM requirements]  We agreed that we should celebrate this achievement since it is the highest honor in all of Toastmasters.  We decided to wait until the plaque arrives to hold an official celebration.  We agreed that it would be ideal for a current DTM (such as Sharon H or Rick) to give a speech about DTM.

Review of Action Items with completion dates

Treasurer

  • Update budget; give report next meeting

Secretary

  • Post minutes online under “drafts” category

VP of Public Relations

  • Look into our club’s social media presence, specifically on MeetUp, Twitter, and Facebook

Exec Team Meeting Minutes for August 2015

Posted August 9, 2015 by Speak Up! Toastmasters
Categories: Exec Team Meeting Minutes

Tags: , , , ,

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

Old Business:

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.

Officer Reports:

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 Business

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

Treasurer

  • Update budget
  • Send out dues invoices

Secretary

  • Post minutes online under “drafts” category

VP of Public Relations

  • Look into Chapel Hill News – print and website

VP of Education

  • Update dues chart

President

  • Order nametags
  • Reserve agenda slot for SUTM at District Conference
  • Procure trophies

ALL

  • Send Lynn your vision for the club and your individual vision for your role

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