district 16 club officer group training. club officers – your opportunity for leadership the...

District 16 Club Officer Group

Training

Club Officers – Your Opportunity for

Leadership

• The success of a club is DIRECTLY related to the training of club officers.

How can you lead if you do not have knowledge?

Club Officers – Your Opportunity for

Leadership

• The mission of a Toastmasters Club is to provide a mutually supportive and positive learning environment in which every member has the opportunity to develop communication and leadership skills, which in turn foster self confidence and personal growth.

Club Officers – Your Opportunity for

Leadership

• Leadership can be defined as the ability to inspire and motivate others to accomplish a targeted goal.

• You are a club leader!

Congratulations, you are Club President!

Gather your team!

Hold regular executive committee meetings with club officers.Give your club officers shared ownership and responsibility for the club mission!

Monthly executive committee meetings are a good idea!

• Ask yourself and your executive committee …

What is your idea for a club vision? What would you like to see at all

club meetings? What specific things would you like

to improve?

Including your executive committee will give them shared ownership and responsibility for the vision!

Create a vision:

Goals should be… Specific Measurable Realistic Time-bound Action-oriented

Use the Club Success Plan and the Distinguished Club Program to motivate performance and track progress!

Set your goals!

Encourage and guide!• Give each club member and leader

the attention and respect they deserve

• Demonstrate excellence as you carry out club goals and proceed through the Toastmasters educational tracks

Lead by example – others will follow!

Represent the Club• Act as liaison between

club / area / district

• Participate in and vote at area / district functions

• Vote at the Regional and International Convention or send proxy to district governor

As Club President, you will…

• Preside over club meetings

• Hold and chair executive committee meetings

• Know the Distinguished Club Program.

• Attend district and area council meetings

• Attend district and area council meetings

As Club President, you will…

• Ensure timely submission of semi-annual dues renewals and membership reports

• Vote at regional and international business meetings

• Oversee administrative operation of the club

• Assist with transition of new officers at the end of your term

Congratulations!

You are club Vice President Education!

Envision / Plan / Direct Club Meetings

• Create varied programs

• Assign meeting roles

The Toastmasters Educational Program…

• Promote participation in the communications and leadership tracks!

Tracks are not mutually exclusive – members can work in both at the same time!

Tips for integrating the Competent Leadership Manual

• Display manual in club meetings

• Discuss evaluations• Educate mentors• Track progress

Become familiar with:

• Success/Leadership• Success/Communication• Youth Leadership• High Performance Leadership

Program

Educate members about other leadership opportunities!

Orient New Members

• Introduce and explain materials & procedures

• Match with mentor

• Get members participating

You are the 2nd Highest ranking club officer!

•Lead by example

•Monitor the club’s progress

•Preside when president is absent

Boost Participationin Toastmasters

Activities!• Explain training

benefits

• Organize speech contests

• Promote area / district meeting attendance

Represent the Club

• Act as liaison between club / area / district

• Participate in and vote at area / district functions

• Vote at the International Convention

As Vice President Education, you will…

• Preside over club and executive committee meetings in the absence of the president

• Attend club executive committee meetings

• Plan dynamic club meetings 3-6 weeks in advance

As Vice President Education, you will…

• Encourage effective evaluations

• Orient new members and assign mentors

• Establish club educational goals based on the DCP

• Attend district and area council meetings

• Organize speech contests

Congratulations, you are Club Vice President

Membership!

Reaching for 20 – Charter membership strength!

Why 20?• Keeps meetings exciting

and varied

• Keeps the talents and energies of club members from being stretched too thin

• Make it a club goal to add one member each month

Challenge club members and leaders to bring a guest to club meetings twice each month – and then be the first to do just that!

How to get there…

• Promote benefits to current members

• Promote Toastmasters benefits to others

• Hold at least two membership contests

• Offer recognition

Strategies for Membership Growth

Individual Recognition – The Annual Membership

Program!

Recognizes individuals who sponsor 5, 10, 15 or more new members during the year.

Toastmasters Membership Contests:

Toastmasters Membership Contests:

Club recognition for 5 or more new, dual, or reinstated members!

• The Smedley AwardAugust thru September

• Talk Up ToastmastersFebruary thru March• Beat the Clock

May thru June

Transform Guests into Members• Personally welcome

guests and introduce them to others

• Explain benefits• Complete application

andsubmit online immediately

• Welcome new members into the club

• Contact absent

members

• Conduct surveys

• Distribute evaluation

forms

Guarantee current member Satisfaction

As Vice President Membership, you will…

•Conduct an ongoing membership program

•Promote Toastmasters membership building contests

•Follow up with guests•Attend club executive

committee meetings

As Vice President Membership, you will…

•Attend and vote at area council meetings

•Ensure each guest completes a guest card

•Report on membership goals and achievements

•Ensure current members’ needs are being met

Congratulations, you are Club Vice President

Public Relations!

To increase awareness and appreciation for the Toastmasters program.

The Goal of Public Relations:

• Target your audience

• Develop a media list

• Send promotional material to media members

Creating a Public Relations Program

Writing a news release:

• Tell a good story

• Use quotes

• Format for readability

• Get to the point first

Why?

• Documents and promotescurrent events

• Informs with educational material

• Provides visitors with “take-home” value

Create a Club Newsletter/Web Site

FreeToastHost.org

A free Web-hosting service for clubs!

Use it tocreate and maintain a

professional-looking Web site. No Web-site design

experience necessary.

As Vice President Public Relations,you will…

• Promote your club’s regular meetings and special events to local media

• Communicate upcoming events to your club members

• Maintain club’s publicity materials

• Publish and maintain your club’s newsletter and/or website

Congratulations, you are Club Secretary!

•Ensures all members receive the Toastmaster magazine and club newsletter

•Keeps track of those eligible for educational awards and speech contests

Maintaining Membership Roster

Helps the vice president membership follow up on absent members

Tracking Attendance

•When someone joins, a form 400 and dues should be mailed or submitted online immediately.

Delays could make someone ineligible for educational awards and speech contests!

Submitting records to World Headquarters

The Dues renewal invoice

• Submitted twice each year• Lists all paid members on

file at World Headquarters• Due at World Headquarters

on October 1 and April 1

Work with the president, vice president membership, and treasurer to turn it in on time and earn your club’s success in the DCP!

As club Secretary, you will…

• Maintain an accurate membership roster

• Maintain record of attendance

• Submit membership roster to treasurer for dues payment

As club Secretary, you will…

• Record and read meeting minutes

• Assist with the semiannual membership report

• Report new officers to TI within 10 days

• Keep club constitution and standard bylaws with the club records

Congratulations, you are Club Treasurer!

Creating your budget:Work with the president and the executive committee!•IncomesMember duesFundraising activities

•ExpensesTrophies and ribbonsAdministrative suppliesEducational materials

• Did individual members donate the products or volunteer the service?

• Is it the club and not an individual who is receiving monetary compensation?

• Is at least 1/3 of the club’s revenue from member dues?

• Will profits be used to further Toastmasters’ tax-exempt purpose?

A “no” answer to any of these questions means the activity is prohibited!

Fundraising – Questions to ask first!

• Notify members in writing of dues payableStart early!

• Use “Statement of Club Dues form” from toastmasters.org

• Make checks payable or submit one credit card # to Toastmasters International

• Due by October 1 and April 1

Collecting Members’ Dues

• Prepare annual budget

• Collect dues from new members and submit to World Headquarters

• Notify members dues are due and collect

• Issue payment to World Headquarters promptly

As Treasurer, you will…

• Pay all bills promptly

• Keep records of all financial transactions

• Present financial reports

• Submit club account records for audit upon request

As Treasurer, you will…

Congratulations, you are Club Sergeant at Arms!

• A leader by example as you are on time and prepared

• The first face most guests will see

As club Sergeant at Arms, you are…

Delegate!Gives members a chance to contribute while giving you valuable leadership experience!

Too much to do in too little time?

• Arrange Meeting Room Layout

• Greet guests and members

• Arrange food service

• Ensure the meeting starts on time

• Collect ballots and tally votes for awards

As club Sergeant at Arms, you will…

Common Practices:Achieving Success

as a Team

• Attend club executive committee meetings

• Greet each guest and member

• Train at district sponsored officer training as needed

• Ensure club meeting starts and ends on time

• Prepare a successor

Your best tool for club success:

The Distinguished Club Program!

The 10 goals of the Distinguished Club Program:

1. 2 CCs2. 2 more CCs3. One ACB, ACS, or ACG4. One more ACB, ACS, or ACG5. One CL, ALB, ALS, or DTM6. One more CL, ALB, ALS, or DTM7. Four new members8. Four more new members9. Min of 4 officers trained 2x/year10.One dues renewal invoice and one

club officer list submitted on time

Recognition Earned:Any club with at least 20 members or a net gain of five new members on June 30th and who achieve the following number of goals on their DCP will receive the following distinctions:

Five of 10 Goals:Distinguished Club!

Seven of 10 goals:Select Distinguished Club!

Nine of 10 goals:President’s Distinguished Club!

The Membership Requirement Revisited….

A club must have at least:

• 20 members or

• A net increase of five members over their club base number located on their DCP report

NOTE!!! Unless this membership requirement is met, your club will not receive any recognition through the Distinguished Club Program!

The Distinguished Club Program And Club Success Plan

• Ensures members needs are being met• Helps guarantee club health now and

into the future

“Coming together is a beginning.Keeping together is progress.Working together is success.”

-Henry Ford

District 16 Club Officer Group

Training