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Club Officer Responsibilities

Club Officer Responsibilities



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

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



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    Club Officer Responsibilities Club Officer Responsibilities Presentation Transcript

      Albury Wodonga Toastmasters
    • Albury Wodonga Toastmasters
      Club Officers
      2009 - 2010
      VP Education
      VP Public Relations
      VP Membership
      Carole McCulloch
      Cath Jones
      Joy Sloan
      Felicia Davis
      Jo Ward
      Glen Harding
      Jim Esler
    • 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      Repair damaged or outdated gear.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
      Jim Esler
    • 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
      Joy Sloan
    • 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
      Felicia Davis
    • 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
    • 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
    • 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
    • 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
      Carole McCulloch
    • 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
    • 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…
    • 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 …
    • 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
    • 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
    • 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
    • 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 …
    • 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
    • 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