D3 Toastmasters Leadership Institute Winter 2019

D3 Toastmasters Leadership Institute Winter 2019 CONNECT WITH US ON SOCIAL MEDIA POST PICTURES & VIDEO OF YOUR EXPERIENCE TODAY ON FACEBOOK, TWITTER, AND INSTAGRAM USING #D3TLI Connect with, learn from, give support to and inspire those around you today. Page 1

Winter 2019 Toastmasters Leadership Institute! How it Works: Today s program includes 4 hours of leadership training specifically designed for cross training club officers desiring to improve their leadership skills using the Toastmasters International program. Not every officer will attend every topic offered. It is important to take good notes and share what you learned at TLI with your fellow officers at your next executive committee meeting. Officer Training Credit: To receive credit for officer training, Goal #9 of the Distinguished Club Program, World Headquarters requires officers to attend the full training event. First Time Officer Attendees: Toastmasters Leadership Institute (TLI) is all about making connections. Look for Toastmasters badges, club achievement ribbons, and seek out volunteers in neon vests to help you get connected with your district leaders and fellow officers. Dual Officers: If you hold multiple officer positions in your club or are an officer in multiple clubs, please report your additional club officer positions to the Registrar and confirm your training credits with the Registrar before leaving the event. Non-Officers: Non-Officer Participants are welcome to attend any sessions based on their leadership goals. Nuts & Bolts Sessions: Toastmasters International World Headquarters requires all Officers to attend the Nuts & Bolts session for the officer role to which they have been elected to serve. Dual officers (those holding multiple officer roles in one or more clubs) should attend the Nuts & Bolts session for the officer role they have the LEAST experience in. Participant Feedback: Based on the participant feedback from the last event (yes, we really do read them!), this TLI offers more detailed officer role instruction (Nuts & Bolts) N&B sessions are 45 minutes and will focus on the basics and on instruction for all the new Toastmasters stepping into officer roles. In addition, we have included more advanced Leadership content for our seasoned officers. That is why we want to know how we are doing. Please tell us what you like about this event, and especially which sessions you found most valuable. What can we do next time to add more value? Practice those evaluation skills and let us know how we are doing. Breakouts Sessions: These are educational sessions where officers can attend sessions most critical to the success of YOUR club. If you re not sure where to go, ask a volunteer in a neon vest. But if your club needs help in any of the topic areas being covered, by all means attend the session you NEED. Some Sessions have Limited Seating. If seating is not available, attend sessions offered in Room A. LIVE STREAMING, SOCIAL MEDIA, PHOTOGRAPHY: Some TLI sessions may be photographed or streamed live on Facebook. If you do not want your image posted or video recorded, please stay in the safe zone of the classroom that will be the LEFT SIDE of the room as you FACE towards the Facilitator at the front of the room. Media Release form is attached to this participant packet and will be collected and kept on file. Page 2

Contents Club Officer Responsibilities & DCP/Club Success Plan Responsibilities Matrix... 4 Step-by-Step Guide: How to Achieve DCP early by June 1 st... 5 Effective Evaluation... 6 President - Nuts & Bolts... 7 VP Education - Nuts & Bolts... 8 VP Education Officer Checklist... 9 Secretary - Nuts & Bolts... 11 Secretary: Sample Meeting Minutes... 12 Equip, Empower, Electrify... 13 Pathways Refresher... 16 VP Membership - Nuts & Bolts... 17 Sample Guest Packet:... 18 Sample New Member Orientation Packet:... 18 VP Public Relations - Nuts & Bolts... 19 New Member Orientation Checklist for Pathways Learning Experience... 20 New Member Orientation... 22 Member Interest Survey... 24 Base Camp Manager Step by Step... 25 Treasurer - Nuts & Bolts... 26 TREASURER RESOURCES:... 27 TREASURER RESOURCES: SAMPLE BUDGETS... 28 Sgt. At Arms Handout Nuts & Bolts... 29 Marketing for Open and Closed Club... 30 Pathways L3-L5 Plus DTM... 31 Additional Officer Resources... 33 Page 3

Club Officer Responsibilities & DCP/Club Success Plan Responsibilities Matrix Officer Role Toastmasters Club Officers Responsibilities DCP and Club Success Plan Responsibilities President *Provide the leadership club needs to recruit & retain members, meet TI standards, fulfill club mission and become a quality (distinguished) club *Ensure ongoing membership building programs *Promote CC, AC, CL & AL achievement *Attend & vote (for Delegate) club s proxy at District and International meetings Oversee Club Success Plan to achieve & sustain Quality Club status (e.g. Distinguished) *Responsible for getting officers to training (goal 9) VP Education VP Membership VP Public Relations *Plan & maintain schedules (meetings, speeches, educational modules & other events) to meet individual & club goals *Provide & maintain positive & supportive environment so members have the opportunity to improve their communication & leadership skills *Help members progress toward their educational goals *Sign/initial member achievements; promptly submit info for recognition * Provide new member orientation and assign mentor *Organize & implement plan to meet member needs to assure a strong (charter strength or more) membership base *Explain Toastmaster program to guests, get their commitment to join & collect applications *Assist VPPR (as necessary) *Induct members *Celebrate member success! *Manage creation & maintenance of club image *Coordinate a continuous publicity program to attract guests (website maintenance, club newsletters, publicity campaigns, & press releases) *Greet members & guests Secretary *Manage correspondence & club documents *Handle admin details between club & TI *Maintain club files, including charter, by-laws & constitution *Record/read minutes of Exec Team and club meetings (include votes: number of attendees, who made / seconded motion, number who voted in favor/against) *Submit officer list to World Headquarters within 10 days of election Treasurer *Manage club s financial health *Handle club finances, including collecting club dues & paying bills *Receive & disburse funds to further operation of club & its officers *Twice annually, notify members of dues collection *Collect club dues from each member (submit early!) Sgt. At Arms *Manage club meeting facilities *Arrange room & setup for all meetings, prior to meeting start *Set out & care for club materials & supplies *Greet all visitors, escort them to the VP Education to assign a meeting mentor *Ensure meeting begins/ ends on time. Responsible for helping members obtain a CC, AC and / or CL (goals 1, 2, 3, 4, 5 and 6) *Retain members and help guests join (goals 7,8, and 10-dues) *Coordinate activities to bring guests to meetings and open houses providing the opportunity for guests to join the club (goals 7, 8) *Ensure officer list get submitted on time (before June 30th, and for semi-annually electing clubs before Dec. 31st) (goal 10 paperwork) *Collect new member dues, submit immediately to TI (goals 7, 8) *Submit dues to TI before deadline, aim for March 1st and September 1st (goal 10, dues) *Ensure a sharp, welcoming meeting environment that makes guests and members feel good so they join/stay (goals 7, 8) Page 4

Step-by-Step Guide: How to Achieve DCP early by June 1 st MONTH STEP ACHIEVED July Summer Toastmasters Leadership Institute (TLI): At least 4 club officers attend officer training at TLI (1/2 of goal 9) Complete your Club Success Plan August Smedley Award {Aug. 1 Sept. 30} Add 5 new, dual or reinstated members (Complete goal 7): Last chance for club officers to attend club officer training. September September Dues Renewals: Submit club dues renewals to WHQ by October 1st (1/2 of goal 10) October Leadership Lessons {2 past officers present the four fundamentals}: Schedule 2 past officers (who have attended TLI) and completed their CL manuals to present 2 each of the 4 recommended training modules, submit for their ALB awards. (Goals 5 & 6 are completed) November Hall of Fame Education Award Recognition at Fall Conference: Club members complete at least 2 educational goals by fall conference (2 of goals 1, 2, 3 & 4) Ensure members attend conference & get recognized for their educational achievement. December to January Summer Toastmaster Leadership Institute (TLI): At least 4 club officers attend club officer training at Summer TLI (2nd 1/2 of goal 9) Other club members attend TLI for information, tips, and networking opportunities February Talk-up Toastmasters Award {February 1 March 31st} Add 5 new, dual or reinstated members: Add 5 members and your club will complete (Goal 8) March Dues Renewals {Meet the Membership Requirement}: Submit charter strength club dues renewals to WHQ. Beat the deadline. April Hall of Fame Education Award Recognition by Spring Conference: Club members complete at least 2 educational goals by spring conference (2 of goals 1, 2, 3 & 4) Ensure members attend conference & get recognized for their educational achievement. May to June Beat the Clock {May June}: Hold Club Officer elections Submit Club Officer list before June 30th (1/2 Goal 10 next year) Page 5

Effective Evaluation Evaluations Benefit Speakers by Providing immediate and honest feedback (avoid being disingenuous & no white washes) Offering methods of improvement Building and Maintaining self-esteem TELL AND SELL APPROACH - When the evaluator talks and the speaker listens! Before the speech, talk with the speaker about: Manual objectives Evaluation guidelines Any concerns DURING THE SPEECH: Show that you are interested Put yourself in the position of the speaker Remember Evaluators Mantra and take notes: What I saw What I heard What I felt DURING YOUR EVALUATION: Choose your words carefully and personalize language: Stay away from You didn t, You should have, You failed to, etc. Use I believe, My reaction was, I suggest etc. Evaluate the speech, not the person Promote self-esteem Use the Sandwich method Promote self-esteem Challenge the speaker to grow and improve by offering methods for improvement CONCLUSION: Connect to your opening statement Summarize your key points If possible, give a personal story or example Encourage your listeners to apply what they heard and learned End on a positive note EVALUATION TOOLS: The Art of Effective Evaluation Evaluate to Motivate Moments of Truth Ballots and Brief Evaluations Individual Speech Evaluation Forms Evaluation Kits Pathways Evaluations Pathway 360 Evaluation Page 6

President - Nuts & Bolts Objectives: Every officer should walk away from today s session being able to: Identify their role within the club Fulfill their responsibilities within the Club and Club Executive Committee Find resources that help fulfill their responsibilities Support club in reaching Distinguished Club Status by June 1 st Role: Serve as the club s Chief Executive Officer Sets the tone for the club Participate in outside meetings Provides leadership to executive committee and club members Responsibilities: Preside over meetings Earn distinguished club recognition: See Distinguished Club Status Handout Meet with the outgoing president to transfer any necessary files or information Hold regular club executive committee meetings Meet with Club Executive Committee to develop Club Success Plan Provide leadership to executive team: create a nurturing learning environment; enhance club quality; connect with club officers & members; serve on committees (except nominating); and resolve conflicts Attend Area and District Meetings and other Toastmasters events Keep club informed of Area, District, and International events and news Immediate Past President chairs nomination committee Appoint and chair audit committee Assign club proxy if not attending District Conference, District Council Meeting or International Convention Attend Toastmasters Leadership Institute twice a year Resources: Getting Started Checklist Club Leadership Handbook (Item 1310) Club Officer Training/ President (Item 1313B) Chairman (item 200) Distinguished Club Program and Club Success plan (Item 1111) The Leader Letter Additional Resources: Guest Book (Item 84); club officer list; Use of Toastmaster materials (see p. 37 of Club Leadership Handbook/Item 1310) Officer Essentials: Support Club by knowing and using Roberts Rules of Order to conduct club business Other Things to Remember: Dues must be paid by Sept 30 th and March 30 th in order to be in good standing At least 4 officers must attend Officer Training TWICE a year in summer and winter in order to achieve Goal # 9 of the Distinguished Club Program Page 7

VP Education - Nuts & Bolts Objectives: Every officer should walk away from today s session being able to: Identify their role within the club Fulfill their responsibilities within the Club and Club Executive Committee Find resources that help fulfill their responsibilities Support club in reaching Distinguished Club Status by June 1 st Role: 1. Manage club mentor program, ensuring all members are assigned a mentor 2. Ensure all awards are recorded in a timely manner 3. Coordinate club schedule to support members educational goals 4. Plan Contests Responsibilities: Conduct member survey to determine status of members goals and progress Ensure all roles are filled for each meeting Schedule speech contests as required Identify resources for contest roles (contest manager, chief judge, etc.) Invite one to three members to serve on membership committee Attend club executive committee meetings Assign club proxy if not attending District Conference or District Council Meeting Attend other Toastmasters events Invite one to three members to serve on education committee Order and distribute membership materials from the Toastmasters Store Meet with the outgoing vice president education to transfer any necessary files or information Meet with Club Executive Committee to develop Club Success Plan Attend Toastmasters Leadership Institute Resources: Getting Started Checklist Club Leadership Handbook (Item 1310) Club Officer Training/Vice President Education (Item 1313C) Distinguished Club Program and Club Success Plan (Item 1111) Speech Contest Rulebook (Item 1171) Additional Resources: Guest Book (Item 84); club officer list; Use of Toastmaster materials (see p. 28 of Club Leadership Handbook: Item 1310) Officer Essentials: Support Club by tracking member s educational goals and awards. Help to ensure club meetings run smoothly and all members achieve personal goals. Other Things to Remember: Dues must be paid by Sept 30 th and March 30 th in order to be in good standing. At least 4 officers must attend Officer Training TWICE a year in summer and winter in order to achieve Goal # 9 of the Distinguished Club Program Page 8

VP Education Officer Checklist The following calendar/checklist shows by month the activities and events club officers should be addressing. Officers should refer to the Club Leadership handbook and/or VP-E manual for a more details. July Checklist Attend district-sponsored club officer training. Review last year s Distinguished Club Program (DCP) results for your club. Attend executive committee meeting and report on activities/accomplishments/plans. Review the Product Guide and order educational materials. Establish the club s goals for the current year s Distinguished Club Program. Complete Club Success Plan. Read your Club Leadership Handbook and/or VPE manual. Attend and vote at the Area Council meeting. Meet with each member to discuss his or her educational goals and determine which award(s) he/she will achieve in the coming year. August Checklist Attend executive committee meeting and report on activities/accomplishments/plans. Review the club s goals for the current year Distinguished Club Program (DCP). Conduct club's contest(s). Send club contest winners names and contestant documents to Area Director as contestants in September Area contest. September Checklist Promote Area contest and encourage all members to attend in support of club's contestants. Attend executive committee meeting and report on activities/accomplishments/plans. Review the club s goals for the current year Distinguished Club Program (DCP). Attend and vote at the area council meeting. October Checklist Promote Division Speech Contest and encourage all members to attend in support of area's contestants. Attend executive committee meeting and report on activities/accomplishments/plans. Review the club s goals for the current year Distinguished Club Program (DCP). Attend and vote at the area council meeting. November Checklist Promote District Fall Conference. Attend executive committee meeting and report on activities/accomplishments/plans. Review the club s goals for the current year Distinguished Club Program (DCP). Attend District Council Meeting at Fall Conference. If unable to attend, assign vote to another club member using Proxy. Attend and vote at the Area Council meeting. December Checklist Attend district-sponsored club officer training. Note that officers must attend twice a year for DCP credit. If your club elects semiannually, current officers meet with incoming officers to help prepare them for their roles. Attend executive committee meeting and report on activities/accomplishments/plans. Review the club s goals for the current year Distinguished Club Program (DCP). Attend and vote at the area council meeting. January Checklist Attend district-sponsored club officer training if you did not attend in December. Attend executive committee meeting and report on activities/accomplishments/plans. Review current year s Distinguished Club Program (DCP) results for your club. Review the Product Guide and order educational materials. (New officers) Read your Club Leadership or VP-E manual. Page 9

Meet with each member to discuss his or her educational goals and determine which award(s) he/she will achieve in the next six months. Plan and schedule club's International Speech contest for February meeting. Attend and vote at the Area Council meeting. February Checklist Attend district-sponsored club officer training if you did not attend in December or January. Note that training ends in February. Attend executive committee meeting and report on activities/accomplishments/plans. Review the club s goals for the current year Distinguished Club Program (DCP). Conduct club's International Speech contest. Send club contest winners names to Area Director as contestants in March Area contest. Attend and vote at the Area Council meeting. March Checklist Promote Area International Speech Contest and encourage all members to attend in support of club's contestants. Attend executive committee meeting and report on activities/accomplishments/plans. Review the club s goals for the current year Distinguished Club Program (DCP). Attend and vote at the Area Council meeting. April Checklist Promote Division International Speech Contest and encourage all members to attend in support of area's contestants. Attend executive committee meeting and report on activities/accomplishments/plans. Review the club s goals for the current year Distinguished Club Program (DCP). Review members' progress and ensure that all have received credit for completed education awards. Encourage those who are close to completion to set a June 30 goal. Attend and vote at the area council meeting. Attend District Council Meeting at Spring Conference. If unable to attend, assign vote to another club member using Proxy. May Checklist Promote Division International Speech Contest and encourage all members to attend in support of area's contestants. Attend executive committee meeting and report on activities/accomplishments/plans. Review the club s goals for the current year Distinguished Club Program (DCP). Review members' progress and ensure that all have received credit for completed education awards. Encourage those who are close to completion to set a June 30 goal. Attend and vote at the area council meeting. Attend District Council Meeting at Spring Conference. If unable to attend, assign vote to another club member using Proxy. June Checklist - All Officers Attend district-sponsored club officer training. Meet with current officers meet with incoming officers to help prepare them for their roles. Attend executive committee meeting and report on activities/accomplishments/plans. Review the club s goals for the current year Distinguished Club Program (DCP). Ensure that all education awards completions and new member applications have been credited with Toastmasters International. Attend and vote at the area council meeting. Page 10

Secretary - Nuts & Bolts Objectives: Every officer should walk away from today s session being able to: Identify their role within the club Fulfill their responsibilities within the club and executive committee Find resources that help fulfill their responsibilities Support club in reaching Distinguished Club Status by June 1 st Role: 1. Maintain and manage club records, files, and correspondence (including: club charter, constitution, bylaws, etc.) 2. Ensures club organization and updated information Responsibilities: Maintain an accurate record of club meetings and activities Maintain an accurate record of club executive committee meetings and activities Maintain an accurate and complete roster of individual members, including address and membership status Provide meeting minutes to membership, including motions and amendments Report new officers to Toastmasters International Handle general club correspondence Order and distribute materials from the Toastmasters Store Assign club proxy if not attending International Convention Meet with outgoing Executive Committee to transfer club files and information Meet with Executive Committee to develop Club Success Plan Attend Toastmasters Leadership Institute Resources: Getting Started Checklist Club Leadership Handbook (Item 1310) Club Officer Training/ Secretary (Item 1313F) Distinguished Club Program and Club Success Plan Item 1111) Additional Resources: Guest Book (Item 84); club officer list; Use of Toastmaster materials (see p. 37 of Club Leadership Handbook/Item 1310) Officer Essentials: Support Club by maintaining accurate and complete records to document the club s meetings and activities. Other Things to Remember: Dues must be paid by Sept 30 th and March 30 th in order to be in good standing At least 4 officers must attend Officer Training TWICE a year in summer and winter in order to achieve Goal #9 of the Distinguished Club Program Page 11

Secretary: Sample Meeting Minutes Page 12

Equip, Empower, Electrify Objectives: Every officer should walk away from today s session being able to: Identify their role within the club Fulfill their responsibilities within the Club and Club Executive Committee Find resources that help fulfill their responsibilities Support club in reaching Distinguished Club Status by June 1 st _ Page 13

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Pathways Refresher Objectives: At the end of this session, participants will be able to: 1. Understand a Path 2. Understand how to prepare for the Pathways Assessment 3. Access Pathways Base Camp 4. Complete the Assessment & Select a Path 5. Activate their Icebreaker & subsequent Level 1 projects 6. Navigate the online course content Page 16

VP Membership - Nuts & Bolts Objectives: Every officer should walk away from today s session being able to: Identify their role within the club Fulfill their responsibilities within the club and executive committee Find resources that help fulfill their responsibilities Support club in reaching Distinguished Club Status by June 1 st Role: 1. Recruit new members 2. Conduct membership contests 3. Assist guests 4. Process membership applications Responsibilities: Meet with the outgoing vice president membership to transfer any necessary files or information Meet with Executive Committee to develop Club Success Plan Create guest packets Conduct new member induction ceremonies Promote Membership Campaigns Meet with guests to answer questions and explain the benefits of Toastmasters. Invite guests to join the club or to attend another club meeting if they are hesitant to join. Help guests who do wish to join to complete the Membership Application Attend club executive committee meetings Attend other Toastmasters events Invite one to three members to serve on membership committee Order and distribute membership materials from the Toastmasters Store Attend Toastmasters Leadership Institute twice a year Resources: Getting Started Checklist Club Leadership Handbook (Item 1310) Club Officer Training/ Vice President Membership (Item 1313D) Distinguished Club Program and Club Success plan (Item 1111) From Prospect to Guest to Member (Item 108) Membership Growth (Item 1159) New Member Profile (Item 1162F) Membership Application (Item 400) (www.toastmasters.org/membershipapps) Additional Resources: Guest Book (Item 84); club officer list; Use of Toastmaster materials (see p. 37 of Club Leadership Handbook/Item 1310) Officer Essentials: Support Club by providing guest packets and membership materials to promote membership growth and retention. Other Things to Remember: Dues must be paid by Sept 30 th and March 30 th to be in good standing At least 4 officers must attend Officer Training TWICE a year to achieve Goal # 9 of the Distinguished Club Program Page 17

Sample Guest Packet: Guest information sheet {that they return to you} Club application Toastmasters magazine Meeting agendas One sheet about your club with meeting information Find Your Voice (Item 99F) https://www.toastmasters.org/99 Confidence. The Voice of Leadership (Item 101F) https://www.toastmasters.org/101 All About Toastmasters (Item 124) https://www.toastmasters.org/124 The Benefits of Toastmasters Membership Flier Promotional Bookmark (Item 6818) https://www.toastmasters.org/6818 Promotional Magnet (Item 6770) https://www.toastmasters.org/6770 Clear Communication. Your organization needs it (Item 103) https://www.toastmasters.org/103 Promotional welcome ribbon (Item 393W) Sample New Member Orientation Packet: Welcoming Letter (include all officer s contact information) A Toastmaster s Promise (on the Membership Application) Sample Agenda A Toastmaster Wears Many Hats - Description of Functionary duties Toastmasters Acronyms New Member Orientation Checklist for Pathways Learning Experience Paths and Core Competencies-10 Paths, 5 Core Competencies Pathways Ice Breaker (Speech Outline Worksheet& Evaluation Form) Etiquette Page for Essential EMAIL Etiquette Member Interest Survey or New Member Profile (#1162F) Current Toastmasters Magazine Member Achievement Record www.toastmasters.org/memberachievementrecord 10 Tips for Successful Public Speaking #105F Mentor Checklist Toastmasters International Website: toastmasters.org Free Toast Host access information District 3 Website: aztoastmasters.org District Director: Michael Holian, DTM Program Quality Director: Dylan Downhill, DTM Club Growth Director: Katlyn Ewens, ACS, ALB Finance Manager: Michael Heier, DTM Administration Manager: Khala Stanfield, DTM Public Relations Manager: Lisa Raymond, ACS, ALB Logistics Manager: Karl Rusnock, ACG, ALB Page 18

VP Public Relations - Nuts & Bolts Objectives: Every officer should walk away from today s session being able to: Identify their role within the club Fulfill their responsibilities within the club and executive committee Find resources that help fulfill their responsibilities Support club in reaching Distinguished Club Status by June 1 st Role: 1. Promote the club to the local community 2. Notify the media about club activities and benefits 3. Keep club website current 4. Safeguard the Toastmasters brand, trademarks, and copyrights Responsibilities: Meet with the outgoing VP PR to transfer any necessary files or information Attend club executive committee meetings Meet with Executive Committee to develop Club Success Plan Create and maintain a current club website Manage and report on public relations campaigns and activities Produce and distribute a club newsletter, preferably via email Publicize the Toastmasters brand Promote membership programs Promote the club to local media Order and distribute public relations materials from the Toastmasters Store Invite one to three members to serve on public relations committee Participate in a Toastmasters-moderated social networking website Attend Toastmasters Leadership Institute twice a year Resources: Getting Started Checklist Club Leadership Handbook (Item 1310) Club Officer Training/ Vice President Public Relations (Item 1313E) Distinguished Club Program and Club Success plan (Item 1111) Let the World Know (Item 1140) Media Center (www.mediacenter.toastmasters.org) Public Relations (www.toastmasters.org/publicrelations) Logos, Images and Templates (www.toastmasters.org/logos) Marketing Resources (www.toastmasters.org/marketingresources) Additional Resources: Guest Book (Item 84); club officer list; Use of Toastmaster materials (see p. 37 of Club Leadership Handbook/Item 1310) Officer Essentials: Support Club by providing materials, digital content & press releases to promote notable club activities and achievements Other Things to Remember: Dues must be paid by Sept 30th and March 30th in order to be in good standing At least 4 officers must attend Officer Training TWICE a year in summer and winter in order to achieve Goal # 9 of the Distinguished Club Program Page 19

New Member Orientation Checklist for Pathways Learning Experience Step 1: Welcome to Toastmasters! Exploring the Environments As a Club Member 1. Review Club Expectations for members (include club website) 2. Review Membership Application Processing / Enrollment in Pathways 3. Schedule New Member Orientation As an International Member 1. Go to www.toastmasters.org and Log In; then Verify/Update your WHQ Member Profile 2. From the Menu Bar, Select Pathways Go to Base Camp (the Base Camp direct link is www.toastmasters.org/start-pathways) a. Complete: The Navigator (~30 minutes) 3. Click Home (or return to Start Page using 2 above) & Login as a Member to Base Camp a. Take the Base Camp Tour (2 minutes) b. Complete: Check Compatibility browser check (3-5 minutes) c. Complete: Navigating Base Camp Explore My Profile (<10 minutes) d. Complete: Tutorials & Resources, Tutorials, Tutorial Videos, Updating Your Base Camp Profile (5 min) e. Recommended Action: Update Your Base Camp Profile Step 2: New Member Orientation - Review How Pathways Works Discuss new member growth objectives Pathways Paths and Core Competencies A Learning Path is made up of five levels, each increasing in complexity. Each path includes a minimum of 15 prepared speeches across at least 14 projects (10 required + 4 electives) a. Level 1: Mastering Fundamentals (Same for all Paths) b. Level 2: Learning Your Style (All Paths include Your Leadership Style & Intro to TM Mentoring) c. Level 3: Increasing Knowledge d. Level 4: Building Skills e. Level 5: Demonstrating Expertise Introduce the Member Assessment how to prepare for the Assessment a. Language Selection b. Learning Environment: Print or Online c. Path Selection d. Level 1 Project Preparation e. Mentor Assignment Step 3: Create the Pathways Experience Complete Member Assessment & Select Path 1. Return to the Toastmasters Pathways Start Page http://www.toastmasters.org/start-pathways 2. Take Your Assessment & Select Your Path Page 20

3. Contact Your Club VPE a. Schedule the Icebreaker & the first two meeting role assignments b. Assign a Mentor Step 4: Mentor Introduction & Preparing Level 1 Activities Mastering Fundamentals 1. Review and prepare to give your Icebreaker speech (within 3-4 meetings) 2. Review your first two meeting role assignments (Evaluator is required to complete Level 1) 3. New Member Q&A Page 21

New Member Orientation Objectives: After completing this session, they will be able to: Identify their responsibility regarding New Members. Fulfill their responsibilities within the club and the club executive committee. Find resources that help the different officers fulfill his/her responsibilities. Page 22

Role President & Secretary VP Education VP Membership VP Public Relations Mentors Treasurer Sgt. At Arms Responsibilities *File new members application *Process member s Pathways educational achievements; promptly submit info for recognition in Base Camp/Club Central *Sit with new member(s) at club meetings *Celebrate member success! * Help fill out new member application *Collect applications * Answer new member questions *Induct members *Schedule new member s speeches and functionary roles *Sign/initial member s educational achievements under Legacy program; promptly submit in Club Central *Process member s Pathways educational achievements; promptly submit info for recognition in Base Camp/Club Central *Sit with new member(s) at club meetings *Celebrate member success! * Help fill out new member application *Collect applications * Answer new member questions * Provide new member orientation packet & assign mentor * Explain the Toastmaster program -Pathways *Discuss new members goals & review new member interest survey results. leadership skills *Sit with new member(s) at club meetings *Assist VP-E (as necessary) *Celebrate member success! * Greet new member(s) & guests *Send out club newsletters, press releases, and/or welcome email to introduce new club member(s) *Sit with new member(s) at club meetings *Celebrate member success! * Collect applications Organize & implement plan to meet member needs to assure a strong (charter strength or more) membership base *Explain Toastmaster program & *Assist VP-E (as necessary) *Sit with new member(s) at club meetings *Celebrate member success! *Collect new member club dues *Process and submit new members dues * Sit with new member(s) at club meetings *Celebrate member success! *Greet new member and escort them to the VP Education, their mentor, or a season Toastmaster *Help new member with props *Sit with new member(s) at club meetings *Celebrate member success! Page 23

Member Interest Survey Resources: Getting Started Checklist Club Leadership Handbook (Item 1310) Club Officer Training (Item 1313C) Mentoring (item 296) Distinguished Club Program and Club Success plan (Item 1111) The Leader Letter Additional Resources: Guest Book (Item 84); club officer list; Use of Toastmaster materials (see p. 37 of Club Leadership Handbook/Item 1310) Page 24

Base Camp Manager Step by Step Objectives: After completing this session, they will be able to: 1. Facilitate members Pathways progress by verifying education 2. Approve Level completion requests (View Tutorial Responding to Level Completion Requests Paths on Base Camp) 3. Tracking member progress (Reports & Transcripts + FreeToastHost Role Reports) 1. Facilitate Members Pathways progress by verifying education Verifying Pathways Enrollment Use Club Roster in Club Central Verifying Path Enrollment and Progress Progress Report 2. Path Progress Status of All Paths & Date Enrolled For Detailed Path Progress Use Member Lookup / Member Transcript 2. Approve Level Completion Requests BCM Two-Step VIDEO: Manager Tutorials Level Completion Responding to Level Completion requests (Paths on Base Camp) To view Approval time stamp & comments added, go to Member Lookup / Member Transcript / Level Completion View Transcript Dual Members Dual members should be advised to remain logged into the same club when submitting a Level completion request until the BCM for that club completed the approval. Complete the secondary step of processing the Level completion award in Club Central for member award achievement and credit towards the club DCP. Important Reminder: you need to approve a Level completion in BCM AND in Club Central, ii. Regarding employer letters of award achievement Employer letters of completion are now available at Levels 3, 4, and 5. 3. Tracking Member Progress None of the Progress Reports will provide progress details apart from the overall Level completion percentage and then, only for the Level being queried (completed Levels drop off the report). Go to the member transcript details go to Member Lookup / Member Transcript and launch the curriculum player (curriculum progress/level summaries/status) Page 25

Treasurer - Nuts & Bolts Objectives: Every officer should walk away from today s session being able to: 1. Identify their role within the club 2. Fulfill their responsibilities within the club and executive committee 3. Find resources that help fulfill their responsibilities 4. Support club in reaching Distinguished Club Status by June 1 st Role: The Treasurer is the Club Accountant Responsibilities: Oversee financial accounts Collect membership dues Pay bills Enter membership application/pay dues online Submitting a budget for approval to Executive Committee and Club Members Resources: Getting Started Checklist Club Leadership Handbook (Item 1310) Club Officer Training/ Treasurer (Item 1313G) Distinguished Club Program and Club Success Plan Item 1111) Additional Resources: Guest Book (Item 84); club officer list; Use of Toastmaster materials (see p. 37 of Club _ Leadership Handbook/Item 1310) Officer Essentials: _ Support Club by being a good steward of the club s resources and maintaining accurate _ and complete financial records. Other Things to Remember: _ Dues must be paid by Sept 30 th and March 30 th in order to be in good standing _ At least 4 officers must attend Officer Training TWICE a year in summer and winter _ in order to achieve Goal # 9 of the Distinguished Club Program _ Page 26

TREASURER RESOURCES: Do s & Do Not s of Fund-Raising Fund-Raising Activities: From time to time, clubs, areas, divisions or districts may conduct fundraising activities to offset costs for educational sessions and to raise funds to further the purpose of Toastmasters International, provided certain guidelines are met. These guidelines are: Do s 1. The profits are used for the furtherance of Toastmasters International's tax-exempt purpose, which is: the building and improving of clubs; the training of club and district officers; purchasing educational program materials; and covering general administrative expenses connected with the operation of the club or district 2. Products or services rendered is donated or voluntary 3. No individual member profits monetarily 4. At least one third of club s total financial support must come from dues 5. Fund-raising is conducted on an infrequent and irregular basis Conducting Speech craft, Success/Communication Programs, or Success/Leadership Programs, Better Speaker Series, Successful Club Series and Leadership Excellence Series Raffle, auction or white elephant sale during a club function Advertising in club newsletters Selling entertainment or dining books Do Not s Resale of items Raising funds for social events Raising funds to donate to worthy causes Raising monies to set up a fund Holding or participating in tournaments or thons Holding pancake breakfasts, fireworks displays, or picnics Fund raising activities which have a risk of physical injury _ Page 27

TREASURER RESOURCES: SAMPLE BUDGETS SAMPLE BUDGET B Revenue Qty Price Amount Membership Fees 25 $60.00 $1,500.00 Judging Workshop, Sept 25 5.00 125.00 Judging Workshop, Jan 25 5.00 125.00 Speechcraft 10 50.00 500.00 Total Revenue $2,250.00 Expenses Qty Cost Amount Fees to World Headquarters 25 $54.00 $1,350.00 Telephone 1 35.00 35.00 Timing Lights 1 100.00 100.00 Photocopying Flyers 500 0.05 25.00 New Member Kits 100 0.05 5.00 Workshop Flyers, Sept 200 0.05 10.00 Workshop Flyers, Jan 500 0.05 25.00 Showcase Invitations and Mailing 1 75.00 75.00 Speechcraft Package & Photocopying 1 75.00 75.00 Refreshments Workshop, Sept 1 50.00 50.00 Workshop, Jan 1 50.00 50.00 Showcase 1 75.00 75.00 Total Expenses $1,875.00 NET INCOME (LOSS) $375.00 Budget for President Prepared By: Name Catalog # and Description Justification Unit Price Qty Amount Phone Bill Toastmasters Ottawa Referral service $ 35.00 1 $ 35.00 Honorarium Help speech contestants or runner-up defer 50.00 2 100.00 travel costs - District Level Only (2 contests) Miscellaneous Miscellaneous to be spent at discretion of 50.00 1 50.00 executive Traveling Expenses Shared among members to attend district 100.00 2 200.00 conferences ($100 per conference) TOTAL $ 385.00 Budget for VP Education Prepared By: Name Catalog # and Description Justification Unit Price Qty Amount 340-A CTM Badges For members who achieve CTM $ 10.92 5 $ 54.60 Toastmasters Leadership Institute Club's participation in TLI 25.00 2 50.00 (TLI) 255 Leadership, Part I For members to develop the 58.80 1 58.80 characteristic of effective leaders 256 Leadership, Part II For members to develop leadership 1 58.80 skills 58.80 258 Leadership, Part III For members to work in the team 1 47.60 environment 47.60 289 Success Club Series Set For members to develop a 1 74.48 successful club 74.48 TOTAL $ 344.28 TOTAL 82.21 SAMPLE BUDGET Consolidated SAMPLE BUDGET By Officer Role Budget for VP Public Relations Prepared By Name Catalog # and Description Justification Unit Price Qty Amount Poster Papers To print posters $ 3.88 12 $ 46.56 Envelopes (6"x 9") To mail Bulletins 10.15 1 10.15 Postage Stamps To mail Bulletins 0.51 50 25.50 Download these Excel Spreadsheet templates at: www.aztoastmasters.org/tli $ Page 28

Sgt. At Arms Handout Nuts & Bolts Objectives: Every officer should walk away from today s session being able to: 1. Identify their role within the club 2. Fulfill their responsibilities within the club and executive committee 3. Find resources that help fulfill their responsibilities 4. Support club in reaching Distinguished Club Status by June 1 st Role: Manage club property Make sure everything is ready for a successful meeting Responsibilities: Setting up meeting room; have it ready 15 mins before meeting Make up guest packages. (see list below) Greet everyone as they walk in the door, guest and members Creates/Establishes first Impression of the club for guests and members Some clubs SAA calls meeting to order Attend officer training; Toastmasters Leadership Institute Attend club executive committee meetings Attend Area and District Meetings and other Toastmasters events Meet with Executive Committee to develop Club Success Plan Meet with the outgoing SAA to transfer any necessary supplies or information Resources: Club Leadership Handbook (Item 1310) Club Officer Training/ SAA (Item 1313H) Distinguished Club Program and Club Success plan (Item 1111) The Leader Letter Additional Resources: Guest Book (Item 84); club officer list; Use of Toastmaster materials (see p. 37 of Club Leadership Handbook/Item 1310) Officer Essentials: Support Club by knowing and using Roberts Rules of Order to conduct club business Guest Packet: Guest information sheet (Guest returns to you). Club application (Add club name & number on form). Toastmasters magazine Meeting agendas One-sheet listing your club with meeting information One-sheet that explains functionary roles Find Your Voice. (Item 99F) Confidence. The Voice of Leadership. (Item 101F) All About Toastmasters (Item 124) The Benefits of Toastmasters Membership Flier Promotional Bookmark (Item 6818) Promotional Magnet (Item 6770) Page 29

Marketing for Open and Closed Club Objectives: Club officers will learn about the marketing planning process, creating and implementing an action plan using Best Practices, and creating a strategy using a marketing plan. 1. Understanding the marketing planning process 2. Tools and best practices for growing your club 3. Learning the advantages of a marketing plan Role: Leading productive meetings that are enjoyable and support membership growth. Promoting communication about your quality club meetings. Engaging members in planning to maximize on opportunities for marketing your club. OPEN: Building a relationship with the meeting space sponsor, establishing a presence in the neighboring community. Invite the local community to club events, open houses, anniversary celebrations or speech contests. CLOSED: Building a relationship with management, HR, Training & Dev to increase knowledge and support for the Toastmasters club. Responsibilities: Ensuring that club officers are trained in all aspects of quality that encourages member achievement, providing a supportive and fun environment with organized meetings, a formal mentoring program, and evaluations that are helpful and motivate members to achieve their goals. Leading the club with ongoing communication that supports and encourages all members to actively participate in their growth and the club s growth. Leading the celebration in recognition of member and club achievements. Communicating your club s message inside and outside the club, about the value members are receiving from participating in Toastmasters more confidence, improved speaking skills, practice in leading teams. CLOSED: Building a relationship with management and the club s sponsor, not only to ensure availability of a meeting space but to communicate what members have achieved. Send invitations for meetings and recognition of member achievements to supervisors and managers of members. Resources: Club Success Plan Item 1111 Rev 1/2018 Club Club Leadership Handbook Item 1310 Rev 1/2018 For Marketing Your Closed Club: o Toastmasters Magazine Sept 2018 Common Challenges of Corporate Clubs pp 28-29 Page 30

Pathways L3-L5 Plus DTM Objectives: At the end of this session, participants will be able to: 1. Understand Pathways Levels 3-5 and how they deliver on the tagline Where Leaders Are Made 2. Time manage Path work for education goals; Looking Ahead & Planning Your Course 3. Understand when & how to request their Pathways DTM project from WHQ Pathways Level 3, 4, and 5 Where Leaders Are Made 1. Increasing Knowledge a. Begin increasing your knowledge of skills specific to your path. Members complete one required project and at least two elective projects that address their goals and interests through a wide variety of topics. b. Number of projects: one required + a minimum of two electives + serve as Topicsmaster, Toastmaster and Evaluator by the end of Level 3 2. Building Skills a. Build the skills you need to succeed on your path. Members have the opportunity to explore new challenges and begin applying what they have learned. b. Number of projects: one required + a minimum of one elective 3. Demonstrating Expertise a. In this final level, demonstrate expertise in the skills learned. Members will have the opportunity to apply what they have learned at all levels to accomplish larger project. They will complete the Reflect on Your Path project to bring closure to their path. Upon completion the member will be award Proficient status. b. Number of projects: one required + a minimum of one elective + Reflect on Your Path 4. Looking Ahead & Planning Your Course (Tutorials & Resources Project Descriptions) a. Filter by language and discover all Pathways project descriptions sorted by name. b. This project includes will detail the activities and resources needed to complete this project, allowing members to estimate effort and schedule speeches in advance 5. When & How to Request Your DTM Project a. Once one path is complete AND the L3 is active in the second path, the member can contact WHQ and request their DTM project; WHQ will push the DTM to the members Base Camp Transcript for the member to activate and complete the required project work. Page 31

b. The DTM project is just that a project. It requires the member select a project beneficial to their Club, District or another organization. They will identify stakeholders and select a project team. While similar to the traditional HPL, the primary Pathways addition is found in the ethics component of the project work. c. There are volunteer leadership roles that can be completed at any time leading up to the DTM project work. These include service as a club officer, district officer, and other choices from the district service roles. As long as none of these leadership roles have been used for education award credit in either they traditional or Pathways programs, they can be applied to the members DTM award. Page 32

Additional Officer Resources President Leading the Club to Success (item 1313i) District Club Program & Club Success Plan Distinguished Club Program (item 1111C) District 3 Website VP Education Membership Achievement Record Speech Contest Information Speech Contest Rulebook (item1171) VP Membership Membership Achievement Record Membership Application Success 101 (item 1622) Speechcraft VP Public Relations Brand Portal PR Corner Virtual Brand Portal Secretary/Treasurer Club Central Sergeant At Arms http://www.toastmasters.org/1313i www.toastmasters.org/1111 www.toastmasters.org/1111c www.aztoastmasters.org www.toastmasters.org/memberachievementrecord www.toastmasters.org/speechcontest http://www.toastmasters.org/1171 www.toastmasters.org/memberachievementrecord www.toastmasters.org/membershipapps www.toastmasters.org/1622 www.toastmasters.org/speechcraft www.toastmasters.org/vbp www.toastmasters.org/prcorner www.toastmasters.org/vbp www.toastmasters.org/clubcentral Ordering Club Supplies www.toastmasters.org/successfulclubmeetings Use of Toastmasters Materials www.toastmasters.org/memberslist Ballots and Brief Evaluations (item 163 or 165) www.toastmasters.org/163 or 165 Social Media Connecting with Toastmasters Worldwide www.toastmasters.org/socialnetworking.aspx Membership Building & Retention Membership Growth (Category = Membership Building, Keyword = 1159) Moments of Truth (Category = Club Officer Tools, Keyword = 290) Club Administration Club Constitution (Category = Starting a Club, Keyword = Constitution) Logos, Images and Templates Club Central Tip Sheet District 3 Site Map Directory www.toastmasters.org/resources/search-resources www.toastmasters.org/resources/search-resources www.toastmasters.org/resources/clubconstitution http://www.toastmasters.org/brandportal http://aztoastmasters.org/flyers/clubcentraltipsheet.pdf http://aztoastmasters.org/sitemap.html Page 33