Toastmaster Leadership Institute. Vice President of Public Relations January 6, 2018

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Flora Wilkinson
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1 Toastmaster Leadership Institute Vice President of Public Relations January 6, 2018

2 Presenters Duey Saxton CC, CL Vice President of Public Relations- Penn Hills Club Stevie Watson CC, CL President- Culturally Speaking

3 Agenda 4Vice President of Public Relations Training 4Executive Committee Officer Roles 4Executive Committee Meetings 4Club Success Plan/Distinguished Club Program 4Membership Growth and Retention Finding New Members for Your Club Creating the Best Club Climate

4 VP of Public Relations

5 Vice President Public Relations (VPPR) 4Promote and advertise member activities to the club membership. 4Write and distribute news releases, flyers, etc. about club activities, member achievements, and special events, such as open houses, in the local newspaper s events calendar 4Maintain accurate contact information, date, time, and meeting location on the website and on social media

6 Vice President Public Relations (VPPR) 4Before club meetings Verify the club s meeting time and location are current for the following week 4Upon arrival Greet guests and members 4After club meetings Distribute promotional materials to members for distribution at their workplace, etc

7 Vice President Public Relations (VPPR) 4Works closely with: VP of Education VP of Membership 4Recognizes club success 4Recognizes club member achievements

8 Vice President Public Relations (VPPR) 4Best Practices

9 Vice President Public Relations (VPPR) 4Your Resources Club Leadership Handbook VP of PR Pages Toastmasters.org/publicrelations

10 Executive Committee- Other Officer Roles

11 Club Executive Committee 4Club President 4Vice President Education (VPE) 4Vice President Membership (VPM) 4Vice President Public Relations (VPPR) 4Secretary 4Treasurer 4Sergeant-at-Arms (SAA) 4Immediate Past Club President

12 Club President 4Set and maintain the tone of the club to be upbeat and positive; induct new members 4Preside at club meetings, welcome and acknowledge guests, recognize members' award achievements 4Delegate duties to other officers, organize and chair club officer executive meetings 4Maintain order in the club and follow Roberts Rules of Order in all proceedings

13 Club President 4Before club meetings Ask VPE if any members are to receive special recognition Ask VPM if any new members are to be inducted 4Upon arrival Greet guests and members 4During club meetings Call meeting to order Briefly explain meeting s events for guests

14 Club President 4Outside the club meeting Schedule and chair club executive committee meetings Attend and vote at area and district council meetings Assign your club s proxy to a member or the District 13 Director who is attending International Convention Appoint the nominating committee to nominate new club officers before the beginning of the term

15 Vice President Education (VPE) 4Plan, organize, and direct a club program to meet the educational needs of members 4Explain Toastmasters education program to members 4Submit members awards to Toastmasters International (another officer can submit if VPE cannot) 4Ensure meeting roles are properly fulfilled 4Plan speech contests 4Manage mentor program item #1163

16 Vice President Education (VPE) 4Before club meetings Notify club president if any members are scheduled to earn their education awards 4Upon arrival Verify the members assigned to meeting roles have arrived are prepared Greet guests and ask them if they are willing to participate or they would prefer to observe 4After club meetings Assist members with verifying the completion of their projects

17 Vice President Membership (VPM) 4Welcomes guests and provides them with a guest packet See document library 4Assist guests with completing application, receives dues 4Promotes membership at a minimum level of 20 by July 1 4Conducts Smedley Award, Talk Up Toastmasters!, and Beat the Clock membership contests

18 Vice President Membership (VPM) 4Before club meetings Give president a list of members who have joined since the last meeting Make sure there are 10 guest packets 4Upon arrival Greet guests and members Provide guests with guest packets 4During club meetings Meet with guests to answer questions and explain the benefits of Toastmasters

19 Secretary 4Maintain club records, minutes from club and executive committee meetings 4Note decisions, motions, voting record, and assignments made at club meetings and executive committee meetings 4Retain copies of all membership applications; new, transfers, and dual members 4Sends minutes to Club President

20 Secretary 4Before club meetings Post the minutes of the previous meeting online Prepare for the president a list of actions to be taken during the business meeting 4Upon arrival Circulate the club s attendance sheet and guest book 4During club meetings Read the minutes of the previous meeting

21 Treasurer 4Manage the clubs bank account 4Prepare and send out membership renewal dues statements Send membership renewal dues statements to members by September 1 and March 1 4Submit all membership renewal dues to World Headquarters 4Receives and reviews reports from Toastmaster International audits at term end

22 Treasurer 4Before club meetings Prepare a financial report as necessary 4Upon arrival Collect any payable membership renewal dues and fees from members 4After club meetings Reconcile deposits, expenditures and cash on hand each month

23 Sergeant-at-Arms (SAA) 4Act as liaison between the club and meeting place management 4Take responsibility for the club s banner, gavel, lectern, lectern banner, award ribbons, and any club supplies 4Arrive early to set-up the meeting room 4Assist with electronic presentation needs

24 Sergeant-at-Arms (SAA) 4Before club meetings Confirm meeting room reservations Ensure there are blank ballots 4Upon arrival Arrange the meeting room 4During club meetings Sit near the door to welcome late arrivals 4After club meetings Return the room to its original configuration

25 Immediate Past Club President 4Provides advice and guidance as requested by the Club President to the Club Executive Team 4Typically chairs the club nominating committee Appoint at least two weeks before elections

26 Club Executive Committee Meetings

27 Club Executive Committee Members 4Club President 4Vice President Education (VPE) 4Vice President Membership (VPM) 4Vice President Public Relations (VPPR) 4Secretary 4Treasurer 4Sergeant-at-Arms (SAA) 4Immediate Past Club President

28 Club Executive Committee Meetings 4Club President serves as the club executive committee chair 4As a team, manage all business and administrative affairs of the club 4Immediate Past Club President provides advice and guidance as requested by the Club President 4Meet twice a month, monthly or quarterly

29 Club Executive Committee Agenda 4Club officers provide reports

30 Club Executive Committee Duties 4Create a club budget See Club Leadership Handbook p Complete the Club Success Plan 4Strategize for success in the Distinguished Club Program 4Club members are welcome to attend, but guests or non-members are not allowed 4All decisions must be approved by the club 4If the club doesn t approve then it is invalid

31 How to Be a Distinguished Club

32 Club Goals Educational Awards Issued For:

33 Club Goals 4Membership Growth At year end (June 30), a club should have at least 20 members OR A net growth of at least 5 new members

34 10 Club Goals 1. Two CCs 2. Two More CCs 3. One ACB, ACS, or ACG 4. One more ACB, ACS, or ACG 5. One CL, ALB, ALS, or DTM 6. One more CL, ALB, ALS, or DTM 7. Four new members 8. Four more new members 9. Minimum of four club officers trained during each of two training periods 10. October or April renewal report and one club officer list submitted on time

35 Recognition 4Distinguished Club Goals DISTINGUISHED 5 out of 10 Goals Achieved SELECT DISTINGUISHED 7 out of 10 Goals Achieved PRESIDENT S DISTINGUISHED 9 out of 10 Goals Achieved

36 The Distinguished Club Program and Club Success Plan It explains: 4The Goals 4The Rules 4The Club Success Plan

37 The Club Success Plan 4Lists the 10 goals 4Helps determine how a club can meet the 10 goals 4Allows the club to set additional goals 4Outlines strategies for achieving goals 4Identifies resources a club may use to help achieve goals 4Has additional space to write in assignments, develop a timetable, and track accomplishments

38 To attain Distinguished Status Every member must: 4Find new members 4Achieve educational awards 4Be trained as a club officer 4Submit the officer list by the deadline

39 Finding New Members for Your Club

40 Finding New Members for Your Club Let us share the benefits we have gained for ourselves with others. Dr. Ralph C. Smedley

41 Recruit New Members 4 Talk to friends, relatives, and co-workers 4Wear a Toastmasters membership pin every day 4 Display the Toastmaster magazine 4 Distribute promotional brochures and fliers 4Create an account on a social networking website

42 Treat Guests Properly 4Greet guests at the door as they arrive 4Sit with a guest during the meeting 4Speak with the guest after the meeting 4Invite the guest to join members for any aftermeeting socializing 4Ask the guest to visit again

43 Keep it Personal Always keep the club s membership efforts personal, helpful, and friendly.

44 Keep it Personal A guest never forgets the host who had treated him kindly. Homer

45 Creating the Best Club Climate- Retaining Members

46 Club Climate The Deciding Factor 4Learning Environment 4Member interactions

47 Set an Example Make a good impression by: 4Arriving prepared 4Offering assistance 4Volunteering 4Supporting

48 Welcome Guests First Impressions Count 4Greet guests 4Engage them in conversation 4Answer questions 4Befriend them 4Invite them to another meeting or to join

49 Show Members That You Care 4Be a mentor 4 Show interest in others 4 Be considerate 4 Evaluate effectively 4 Recognize achievements 4 Foster camaraderie

50 Moments of Truth Self Assessment and Reflection 4Perform Moments of Truth Annually 4Open discussion with your club What does your club do well? How can your club improve? How well are you serving your members?

51 Conclusion Keep your club thriving!

52 Q&A

53 Thank you for attending!

2017 District 44 Summer TLI

2017 District 44 Summer TLI Pre-Work Part I of II TLI Pre-Work Objectives Thank you registering for one of our upcoming District 44 Toastmasters Leadership Institute (TLI) club officer trainings. Pre-work