2017 District 44 Mid-Year TLI

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1 2017 District 44 Mid-Year TLI Pre-Work Part I of II

2 TLI Pre-Work Objectives Thank you registering for one of our upcoming District 44 Toastmasters Leadership Institute club officer trainings.! Pre-work objectives:! Review your responsibilities as a club officer! Consider how well you are performing in your role! Allow more time for face-to-face collaboration during TLI

3 TLI Pre-Work Instructions! Step One Part I! Review the following slides! Consider your performance in your respective officer role(s)! Note your best practices, reasons for delay, concerns or questions in Part II! Step Two Part II! Complete and submit TLI pre-work questionnaire! Provide honest answers! Print your response and bring it with you to TLI training

4 Club Officer Responsibilities! As a club officer you are responsible for completing key tasks before, during, and after club meetings Club Meetings! There is also club administration that each officer has a role in fulfilling! Club officers 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 District Roles and Events Outside the Club Meeting

5 Executive Team s Responsibilities Club Meetings District Roles and Events Outside the Club Meeting

6 BEFORE Club Meetings VPE VPM VPPR 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 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 Verify that information on website and social media is correct Post information on the website and on social media about upcoming events and education awards earned Order promotional materials

7 BEFORE Club Meetings Treasurer Secretary SAA Prepare financial report Review scheduled roles Post the previous minutes Prepare a list of actions for the president Update the club s officer list Confirm room reservations Inventory supplies and ensure supplies are on-hand

8 DURING Club Meetings VPE VPE VPM 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 Recognize members for achievements Preside over meeting when necessary Answer education program or speech contest questions 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

9 DURING Club Meetings VPPR Treasurer Secretary SAA Distribute promotional materials Report results of public relations efforts Announce public relations campaigns Solicit ideas and volunteers Collect membership dues Provide a report on club finances Accept New Member applications and payments Answer any questions regarding dues Ensure the attendance sheet and guest book has been circulated Read previous minutes, note amendments Record current meeting minutes Open the club meeting Welcome late arrivals Coordinate food service, if any Collect ballots and tally votes when necessary

10 AFTER Club Meetings VPE VPM Treasurer SAA Initial 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 questions Introduce guests to other members Invite guests to join the club Help guests complete the membership application Pay TI for member dues Enter new members Pay Bills with proper documentation Deposit all funds into bank Reconcile Bank accounts Return room to original configuration Pack up and store materials Dispose of trash Meet with guests to answer program questions when needed

11 Executive Team s Responsibilities Club Meetings District Roles and Events Outside the Club Meeting

12 Outside the Club Meeting All Officers should: 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

13 Outside the Club Meeting 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

14 Outside the Club Meeting Presidents Cont d 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

15 Outside the Club Meeting VPEs 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

16 Outside the Club Meeting VPMs 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 Arrange for your replacement or assistance Prepare your successor for office Bring membership applications

17 Outside the Club Meeting VPPRs Promote the club Maintain the club website Produce and distribute a club newsletter Promote membership programs Publicize the Toastmasters brand Join a Toastmasters-moderated social networking website (Meetup) Attend executive committee meetings Attend other Toastmasters events (contests, conferences, other club meetings) Arrange for your replacement or assistance Prepare your successor for office

18 Outside the Club Meeting Secretaries Maintain accurate roster Submit club officer list Handle correspondence Keep club files Attend club executive committee meetings Arrange for your replacement or assistance Prepare your successor for office

19 Outside the Club Meeting Treasurers Attend executive committee meetings Prepare a budget Provide bank with a bank signatory card Collect and pay dues 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

20 Outside the Club Meeting SAAs Schedule meeting location Ensure adequate supplies are available Attend executive committee meetings Arrange for your replacement Prepare your successor for office

21 Executive Team s Responsibilities Club Meetings District Roles and Events Outside the Club Meeting

22 District Roles and Events 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 Fall and Spring Conferences Area, Division, District Speech Contests Fall and Spring District Council Meetings District Volunteer District Trainings Conference Volunteer Review weekly messages from the district and share upcoming events with your members Club Coach New Club Mentor Demonstration Meeting Role Encourage participation in district events to further your members advancement Join the district team to quickly move the dial on your leadership skills Area Director Division Director District Officer

23 Thank YOU for reviewing TLI pre-work Part I Now proceed to Part II to complete and submit your pre-work questionnaire. Please print and bring your completed questionnaire to training Mid-Year TLI Pre-Work Questionnaire We look forward to seeing you in class!

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