tasks, strategies, tips and responsibilities of club officers at AWT

1. ACHIEVING SUCCESS AS A CLUB Albury Wodonga Toastmasters 2009-2010

2. Albury Wodonga Toastmasters Club Officers 2009 - 2010 President VP Education Secretary Treasurer VP Public Relations VP Membership Sergeant-at-Arms Carole McCulloch Cath Jones Joy Sloan Felicia Davis Jo Ward Glen Harding Jim Esler

3. Responsibilities: Collect and protect club property Repair damaged or outdated gear. Set up the venue and clean up the venue after use Help to welcome visitors by being available and then introduce them to a member Start the meeting on time at beginning and after break Complete educational goals !!!! Maximiseclub culture Complete CC and CL Manuals Sergeant-at-Arms Jim Esler

4. Responsibilities: Collect mail from the post office box Prepare the agenda for Executive meeting and remind the President Prepare outgoing correspondence Keep records Distribute minutes of meetings immediately Distribute d70 material Complete CC and CL Manuals Secretary Joy Sloan

5. Responsibilities: More than a money collector Record keeper Collect and pay Dues on time to TI Purchase materials from d70 supplies Pay members for expenses Collect and bank meeting money Prepare finanical statement for Exec meeting Submit educational goals to TI quickly Prepare budgets for events Complete CC and CL Manuals Treasurer Felicia Davis

6. Responsibilities: Keep tabs on media listings and updates or extends the listings Take photographs and prepare editorials of events in the club Approach other organizations to promote the club and toastmasters Make visitors welcome Promote inside the club and outside the club Tell other clubs about your Club Complete CC and CL Manuals !!!!! VP Public Relations Jo Ward

7. Responsibilities: Welcome guests to the club Keep an email list of potential members Prepare a Club Visitor Pack and take to every meeting. Update with free TI flyers Present to every guest a Club Visitor Pack Sit guests with experienced members at meeting Ask guests if they liked the meeting Send all guests a second and third agenda Keep the Club Exec up to date with enquiries Network - Network - Network Complete CC and CL Manuals VP Membership Glen Harding

8. Responsibilities: Give members the opportunity to earn educational goals Prepare the agenda for each meeting Survey members’ needs Coax members to give CC Manual speeches and to follow TI protocols in public speaking and presentations Add variety to every meeting. Get CC and CL manuals completed and signed Put people together before meetings Try out new things Encourage members to try new things Complete CC and CL Manuals VP Education Cath Jones

9. Responsibilities: Lead the Club Be at every meeting or arrange in advance for someone to give your report if you are an apology Take time at the beginning of the meeting to give some news on TI Make guests welcome Encourage other executive members Visit conferences Reply to all communications quickly Call Executive meetings every 6 weeks or less Close the meeting Complete your CC and CL Manuals Look for a Successor President Carole McCulloch

10. Run meeting backwards Do not have one meeting template Use a microphone occasionally (run educational on use of mike) Set up a wedding and bring in appropriate add on guests Have a funeral director talk about eulogies then give prepared eulogies Use a soap box with Table Topics Set up a discussion table with a Facilitator (refer Geoffrey Robinson) Ask a question twice with alternate answers. Providing variety at meetings

11. Ask a question, evaluate it and then ask again Have a target TT and break it down for structure Run a TT contest Cover difficult social issues Do a play Have poetry lesson and present members meeting poetry Bring in a guest speaker and run TTs of the subject. Have contests for Humorous Speeches, Evaluation, International Speech, Include Toastmaster Magazine article 4 minute presentation. Providing variety continued…

12. Theme nights Venue Change Role Play Present Educational segments regularly: refer to D70 supplies Give members the opportunity to extend themselves outside their comfort zone Practice Job Interviews Parliament Debate with Prime Minister, Opposition Leader etc Speechcraft session Providing variety continued …

13. Tips for Success: planning the meetings Have an agenda two meetings ahead, but avoid ‘one agenda fits all’ Don’t forget you are a member and deserve time to give speeches and educational segments Attend other clubs and conferences & learn Always use Educational Goals achieved on agenda after the members name e.g. Bill Brown CL Members always get preference for opportunities to speak or to answer TT before guests Members work hard for their educational goals so list them on the agenda Avoid stagnation----always the same---boring---no variety—no challenge Club Officers

14. More tips for success: at the meeting Don’t let members monopolize jobs Keep members to allocated time but be prepared to change allocated time when required Designate and identify all speeches from CC Manual so they are evaluated and signed off Try to share opportunities with every member on the night. Have the evaluator responsible for the speech contact the speaker in advance of the meeting Keep variety in every meeting Follow protocols and give educational segments on protocols Encourage members to go outside their comfort zone Sign off CC Manual and CL Manual quickly at the Meeting Club Officers

15. At the Meetings: Arrive early at the venue and network Make guests welcome and bring along a guest Help other exec members do their jobs Learn from other members Be prepared to take on any role when it is your turn Sit with different people and sit in different places in the venue offer recommendations and commendations and network Prior to the meetings: Put in an early apology when you cannot make a meeting If you are on the agenda for a role don’t let yourself and others down by just not turning up Pay your Dues to the Treasurer early Members’ tasks

16. Within and Beyond the Club: Volunteer for things inside and outside the club Distribute TI flyers Participate in Contests Visit other Clubs Make a promise to go to ONE conference Read your emails and respond quickly Talk to others as potential members Take on a Leadership role as soon as possible Complete your CC and CL manuals !!!!!!!!!! Move on to advanced manuals quickly Be familiar with your own Club Websites and D70 website When you want to move on and leave the Club thank the members for their support. Members’ tasks continued …

17. A successful Club will hold executive meetings every 6 weeks or less The President and Secretary should liaise on the agenda The first item on the agenda should be to discuss the last 2 meetings. This is an opportunity to help make the future meetings successful and the Club successful Make members aware of items discussed Stick to time---follow meeting protocols but have an open and fun discussion. Encourage non-exec to attend and contribute Discuss the Distinguished Club Program (DCP) Executive Meetings

18. August 27 – last Tuesday in the month October 29 – last Tuesday in the month December tba January 28 – last Tuesday in the month March tba May tba June tba Executive Meetings 2009/2010