2017 district 44 summer tli - constant...

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2017 District 44

Summer TLI

Pre-Work

Part I of II


Thank you registering for one of our upcoming District 44

Toastmasters Leadership Institute (TLI) club officer trainings.

Pre-work objectives:

Review your role and responsibilities as a club officer

Consider what you want to learn about your role

Allow time for networking and collaboration during TLI

TLI Pre-Work Objectives


Step One – Part I

Review the following slides

Considering your Toastmasters experience, note questions

you may have or ideas to share for your respective officer

role(s)

Step Two – Part II

Log on to Toastmasters International

Locate Leadership Central

TLI Pre-Work Instructions


Club Officer Responsibilities

Club Meetings

Outside the Club Meeting

District Roles and Events

As a club officer you are responsible

for completing key tasks before,

during, and after club meetings

There is also club administration that

each officer has a role in fulfilling

As Club officers you are considered

the club’s executive committee and

should meet on a regular basis

Participating in district roles and

events are great ways to expand your

network, increase your knowledge,

and reach your personal goals


Executive Team’s Responsibilities

Club Meetings




BEFORE Club Meetings

VPE

• Plan exciting themed meetings and events and ask VPPR to advertise

• Confirm scheduled roles. Adjust as needed

• Ask a member to present from The Successful Club Series (Item 289)

• Offer support to the Toastmaster of the Day

• Notify the club president and VPPR of recent education awards earned.

• Orient new members

• Assign mentors

VPM

• Reach out to new members to welcome them

• Contact former guests and members who have not been attending meetings

• Prepare or order Guest Packets (item 387) to give to guests

VPPR

• Verify that information on website and social media is correct. Update as needed.

• Post information on the website and on social media about upcoming events and education awards earned

• Order promotional materials


BEFORE Club Meetings

Treasurer• Prepare financial report

Secretary• Review scheduled roles

• Post or share previous minutes

• Prepare a list of actions for the president

• Update the club’s officer list on-line at Toastmasters International

SAA• Confirm meeting room

reservations

• Inventory supplies and ensure supplies are on-hand


DURING Club Meetings

VPE

• Verify assigned members have arrived and are prepared

• Remind members to select an evaluator for their CL Manual

• Assist the Toastmaster

• Greet guests

• Inform Topicsmaster of any guests willing to participate

VPE

• Recognize members for achievements

• Preside over meeting when necessary

• Answer education program or speech contest questions

VPM

• Greet all guests and members

• Provide all guest with Guest Packets

• Answer questions guest may have

• Introduce guest and seat them next to an experienced member


DURING Club Meetings

VPPR

• Distribute promotional materials

• Report results of public relations efforts

• Announce public relations campaigns

• Solicit ideas and volunteers

Treasurer

• Collect and submit membership dues 30 days before renewal

• Provide a report on club finances

• Accept and submit New Member applications and payments

• Answer any questions regarding dues

Secretary

• Ensure the attendance sheet and guest book has been circulated

• Read previous minutes, note amendments

• Record current meeting minutes

SAA

• Open the club meeting

• Welcome late arrivals

• Coordinate food service, if any

• Collect ballots and tally votes when necessary


AFTER Club Meetings

VPE

• Initial Speech or leadership project completion records

• Ensure members fill out award applications

• Provide personal encouragement to members to participate and reach their goal(s)

• Meet with members to answer questions

• Meet with guests to answer program questions when needed

VPM

• Meet with guests to answer questions

• Introduce guests to other members

• Invite guests to join the club

• Help guests complete the membership application

Treasurer

• Pay TI for member dues

• Enter new members

• Pay Bills with proper documentation

• Deposit all funds into bank

• Reconcile Bank accounts

SAA

• Return room to original configuration

• Pack up and store materials

• Dispose of trash



Club Meetings

Outside the Club

Meeting



All Officers

• Be the first to renew their club membership

• Work with the president to develop, execute, and monitor the club’s

success plan to advance the club and member achievement

• Attend club’s executive committee meetings regularly

• Prepare and present your reports

• Share information on upcoming events related to your role



Presidents• Oversee the executive committee

• Schedule and chair executive committee meetings

• Ensure the executive committee completes its duties

Create a club budget

Compete a Club Success Plan

Strategize for success in the Distinguished Club Program

Create and oversee other club committees as necessary

• Develop and improve club’s leadership team

• Oversee club administration

• Advance club and member achievement



Presidents – Continued• Attend area council meetings

• Vote at the district council meetings and at international business

meetings

• Appoint and chair the club’s audit and nominating committees

• Receive official correspondence from World Headquarters and

share with officers/club

• Interact effectively with other organization levels (area, division,

district officials, and sponsoring organization if applicable)

• Arrange for your replacement or assistance and prepare your

successor for office



VP Education (VPE)• Attend club executive committee meetings

• Schedule and chair executive committee meetings in the absence

of the president

• Plan and promote club contests and varied educational meetings,

events

• Attend area council meetings

• Attend and vote at district council meetings

• Vote at international business meetings

• Arrange for your replacement or assistance

• Prepare your successor for office



VP Membership (VPM)• Conduct membership-building programs

• Promote membership goals

• Promote membership building contests

• Assist the VPPR

• Attend club executive committee meetings

• Attend area council meetings

• Follow up on and keep track of guests



• Bring membership applications



VP Public Relations (VPPR)• Promote the club

• Maintain the club website

• Produce and distribute a club newsletter

• Promote membership programs

• Publicize the Toastmasters brand

• Attend executive committee meetings

• Join a Toastmasters-moderated social networking

website (Meetup)

• Attend other Toastmasters events (contests, conferences, other

club meetings)





Secretaries• Maintain accurate roster

• Submit club officer list

• Handle correspondence

• Keep club files

• Attend club executive committee meetings





Treasurers• Attend executive committee meetings

• Prepare a budget

• Provide bank with a bank signatory card

• Collect and submit membership dues /renewals

• Reconcile deposits, expenditures and cash on hand

• Submit new member applications

• Issue checks for club expenses

• Keep financial records

• Present financial reports

• Submit club accounts for audit

• Ensure club meets government tax regulations

• Receive financial correspondence

• Prepare for audit committee



Sergeant - At- Arms (SAA)• Schedule meeting location

• Ensure adequate supplies are available

• Attend executive committee meetings

• Arrange for your replacement





Club Meetings


District Roles and

Events



Fall and Spring Conferences

Fall and Spring District Council

Meetings

District Trainings

Area, Division, District Speech

Contests

District Volunteer

Conference Volunteer

Club CoachNew Club

MentorDemonstration Meeting Role

Area Director Division Director District Officer

• One of the primary responsibilities of

the district is to help all clubs

(members) achieve excellence

• Take advantage of district sponsored

roles and events

• Collaborate with your area director

and clubs in your area to exchange

ideas and obtain support

• Review weekly messages from the

district and share upcoming events

with your members

• Encourage participation in district

events to further your members’

advancement

• Join the district team to quickly move

the dial on your leadership skills

Now for Part II:

Log In to Toastmasters International’s website.

Locate Leadership Central then Club Central.

Click on your club name then Club Officer Assignment.

Please print your Club Officer list and bring to training.

We look forward to seeing you at TLI!

Thank YOU for reviewing TLI pre-work Part I

2017 district 44 summer tli - constant...

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