President and Vice-President of Education

This series concludes with the final two officers to be discussed: the club President and VP of Education.  These two roles are considered the top two officer positions in the club.  The reason for this is that the President and VP-Education automatically get votes in the District Executive Council.  The "DEC" meets twice a year at the District Fall Conference and Spring Convention.  Matters dealing with the District as a whole are voted on and discussed.  So, these two officers form a link between the club and district as they represent the club at these DEC meetings.

Now let's look at each officer position.

VP of Education - The VP of Education is considered the second-ranking officer behind the President.  The VP of Education's main focus is all things educational about the club, primarily the progress of the members through Toastmaster's educational tracks.  In our club, the VP of Education passes around a signup sheet for the next 5 meetings.  Members sign up for the roles they want to do.  The VP of Ed then fills remaining holes in the agenda via in-meeting anoouncements and through e-mail.  This officer also initials members' speech and leadership manuals after each meeting, and submits award applications when a member achieves a communication or leadership designation.  The VP of Education also is responsible for scheduling club speech contests and recruiting members to serve as contestants or judges.

President - This is the top officer role in the club.  The president is the club contact for other Toastmaster entities.  If Toastmasters International needs to pass some important information to the clubs, then the letter or e-mail is sent to the President.  He/she is contacted by the Area Governor frequently, most importantly to schedule the Area Governor's semi-annual visit.  Within the club, the President works with the other officers to make sure that meetings are scheduled and run well.  They should also verify that Toastmasters rules and regulations are being followed.  They also open and close the club meetings and conduct the business portion of the meeting.  You may also think of the President as the "face" of the club.  They help set the mood an tenor of the club meetings and the club as a whole.  Many newer members think that the President must be the hardest of the roles because of all that has to be done.  But remember, officer opportunities exist to help members learn leadership skills.  By practicing delegation, the president does not have to feel that he/she must do it alone.  Sometimes the office serves as a springboard to other Toastmaster postitions out side of the club -- for example, Area Governor.

Our club will hold officer elections in May.  Please read my earlier post where I descibe the various reasons why someone would become an officer.  Please consider taking on one of the 7 roles.  You'll enjoy the discovery of your own leadership strengths, and you'll be helping your club stay strong and provide an environment where all club members can grow and flourish.

Club Officers (cont.) - The Treasurer

Of all the officer roles in Toastmasters, the easiest one for someone to figure out the duties is the club treasurer.  If it's the treasurer, it must have something to do with money, right? 

Correct!

The treasurers main duty is to watch over the club's finances.  More specifically, it is the treasurer who gets involved whenever money comes into or goes out from the club.  The two busiest months for the treasurer are March & September -- because Toastmasters International requires all clubs to pay their renewal dues by April 1 and October 1.  If the club is corporate-based, the treasurer uses those preceding months to work with the corporation to receive whatever monetary support is given to the club.  If the club allows non-employee members, then the treasurer invoices those members for their dues.  If the club is a "community" club such as ours, then the treasurer needs to contact all members to request their dues payments.

Outside of these two dues-paying periods, the treasurer would accept applications & checks from new members, then log on to TI and enter the app & payment.  The treasurer also places orders for any Toastmaster supplies from International, and pays out reimbursements at the local level that are approved by the club president.  And of course the treasurer receives the monthly bank statements & reconciles the club's check book.

As you can see, the treasurer's work seems to come in spurts.  It requires someone with attention to detail and is a self-starter.  If other officers need to keep reminding the treasurer to pay /collect dues, or they take weeks to enter a new member app, the club is going to feel the impact.  Delays in paying member dues could affect whether a member receives an educational award they are due, or a member's eligibilty to compete in speech contests.  This is a great officer role - even a good one for a first-time officer.  As with all the officer positions, training is available from TI (through the officer manuals), the District (TLI/Officer Training) and former treasurers of your club.

Please consider taking on a club officer role.  Our club will hold its elections in May for the 2012-13 Toastmasters year.

My final post on club officers will focus on the last two officer positions: VP of Education and President.

Club Officers (Cont) - Membership & PR

I would like to continue the theme of the past two posts, and discuss two more club officer roles: the Vice President of Membership and the Vice President of Public Relations.

VP of Membership.  The primary responsibility of this officer is to work with our guests and guide them through the process of becoming a member.  Toastmasters International describes the VP of Membership as the club's "number one recruiter"; however, recruiting new members is a task that every club member participates in.  In our Eastside Madison club, the VP of Membership creates a "guest packet" which contains information about Toastmasters in general, a description of each of our agenda roles, a copy of "The Toastmaster Magazine", and an application for membership.  The VP of Membership should introduce themselves to the guest prior to the meeting, hand them a guest packet, and ask them about how they heard of Toastmasters.  After the meeting, you would meet again with the guest and ask them if they have any questions regarding the meeting.  If the guest fills out an application, then you would guide the guest through the process of filling out the app, then forward the app and the new member's check to the Treasurer.  There is no need to put on airs or "strong arm" the guest; just be yourself and discuss how Toastmasters can improve their communication skills.

VP of Public Relations.  If the VP of Membership helps get a guest from the "front door" to becoming a member, then the VP of PR plays an important role in getting the guest to the front door.  The VP of PR communicates to the outside world of our club's existence.  Our club already has a website and a presence on Facebook.  If you become VP of PR your goal would be to keep these web portals up to date, so prospective guests know we are here.  It's important to keep the club news and information up to date, since a visitor may think we are not active if the website shows club agendas from 6 months ago.  I've always thought the VP of PR is a great role to have because you are bounded by your own imagination.  What can we do to continue to spread the word about Toastmasters, and our club in particular?  The VP of PR should also promote upcoming Toastmasters events to club members.  Keep track of the dates for speech contests, club officer training (TLI), and district conventions.  Encourage members to attend and participate in these events, since these are benefits of their membership.

Remember, our club will be holding elections for the 2012-13 Toastmasters year in May.  Ask current officers about their roles and seriously consider helping the club by serving as an officer.

My next post will be on the club treasurer.

Club Officers: The Host & The Historian

I mentioned in the last post that I would discuss each club officer position, one or two at a time, over the next few blog entries.  I'll start with two officer positions: The Master Host & Secretary.

Master Host:  This office is sometimes referred to as "Sgt at Arms".  As a matter of fact, some of Toastmaster International's material still refers to the office by this title.  No matter how you call it, this officer is very important to the club, since all guests see the results of his/her handiwork immediately.  The Master Host is responsible for setting up the meeting room before the meeting starts.  They make sure the club banner is displayed, the lecturn is set up, evaluation forms laid out in the meeting room, and the timing device is ready for the Timer.  In a community club such as ours, the Master Host works with the restaurant so they know when our upcoming meeting dates are.
      The Master Host also greets people as they come into the meeting room.  At the end of the meeting, they pack up all the club materials, making sure they leave the meeting room in the state in which they found it.  Thus the role is very improtant since they ensure the meeting room looks professionally set.  A guest should see the room setup and know a meeting is happening here, not some haphazard event.

Secretary:  I know - I wrote "Historian" above, but the Secretary keeps track of the club's correspondence both to other Toastmasters entities, and to non-toastmasters as well.  In many clubs the Secretary keeps track of the active members and creates an updated club roster from time to time.  In some clubs, the Secretary keeps minutes of each meeting, recording who was Toastmaster, who were the Speakers and Evaluators, and who served in the other roles for that meeting.  Thus, they keep a historical record.  The Secretary may also record minutes of the officer meetings.
        In one club I belong to, which is corporate-based, the Secretary assists the Treasurer in determining which members will have their dues paid for by the company, and which will have to pay out of their own pocket.

Both of these officer roles are ideal for the member who is deciding to begin their journey down the club officer path.  They are great way to get to know your fellow officers and club members.  You'll also get to know more about the Toastmasters organization.  If you decide to attend TLI (club officer training) then you'll meet members from other clubs who are serving in the same role as you.

Keep these offices in mind when officer elections are held in May.  By helping the club as an officer, you will also be helping yourself by picking up valuable leadership skills you can use outside of Toastmasters.  Happy campaigning!!

Being a Club Officer

The new Toastmasters year begins July 1.  This means (hopefully) that clubs within Toastmasters International should be focusing on the upcoming club elections.  If the new officer team wants to take off running, then clubs need to hold their elections soon (in May) so the new team is in place by July 1. 

So now you are asking two questions: why would I want to serve as an officer? and where do I learn the responsibilities of each role?  Let's tackle each question.

1) Why become an officer?  There are a number of reasons.  Serving as a club officer is one of the requirements for the Advanced Leader Bronze award.  The skills you develop working with others, and on behalf of your club, are transferable to your work and/or home life.  The club does not run itself.  It needs a team of members who are willing to put in some effort to keep the club going and prime it for growth in the future.

2) How do I find out what the responsibilities are of each office?  The are several avenues available.  You can ask the current officers for feedback on their roles.  Each officer receives a manual full of information to help them throughout the year.  You could ask an officer if you could borrow their copy.  Once you become an officer, our District offers formal training to help you learn about your officer role.  Club officers from around the area come together to learn, ask questions, and trade tips with one another.  The first of these training sessions occurs in July, then a follow-up session is offered in January.

            There are seven officer positions: President, VP Education, VP Membership, VP Public Relations, Secretary, Treasurer, and Sgt at Arms (also referred to as Master Host).  While I would not recommend the first two to first-time officers, the others are good starting points for building your leadership skills.  Over the next few weeks I will be posting further information about each of these officer positions. 

            Take the challenge of leadership.  Accept the growth possibilities within you.  Take that next step in your Toastmasters development.  Take the officer step!

PDS offers to pay for meeting space rental

The East Side Madison Toastmasters have been offered sponsorship for meeting space rental. PDS (Paragon Development Systems) CEO, Craig Schiefelbein (philanthropist and outstanding speaker) is interested in supporting the East Side Madison Toastmasters club by funding rental fees so we can meet twice monthly.

As the Sergeant-at-arms, I have contacted various locations that may meet our needs. Nothing EXACTLY fits our needs so far, but I think investigation of alternatives is a worthwhile investment. Before I continue the research I would like to know if you will remain with our club if

1. we change locations
2. the location is outside of the southeast side of Madison
3. the meeting days change to other days of the week
4. the meeting days change to other Mondays of the month
5. we do not have food service available

Another option is to remain at Monona Gardens Restaurant and

1. pay rental on the meeting room and have no food served
2. rearrange the meeting room so more people can fit comfortably in the space.
3. arrange for a table top podium (or free standing podium)

Please post your opinions on this blog or send me an e-mail.

Thank you,

Karen Staebell

Toastmaster on the Slopes

I revisited something new this winter and found myself feeling excited and scared, challenged and exhilarated. I cross-country skied. Actually, I cross-country skied for the first time last winter—only one time and then spring came. That one time was enough—I was hooked. I do look back and wonder why. What I remember most about that day is falling, and falling again (and again). I also remember getting up and trying again. I remember other skiers asking if I was okay. I remember a lot of smiles. I remember feeling really good.

So I tried again this year and was a bit more prepared. I bought my own skis, poles and boots. They’re just right for me (one size does not fit all in this sport).

As I locked my boots onto my skis and looked down the trail, I took a deep breath and asked myself, “Am I ready?” I was.

I began to ski along, challenging myself to look around at the trees and the sky. I wanted to keep my eyes safely turned to the ground. It was easier to follow the trail then to rely on actually feeling the movement of my skis, my legs, and my arms. To learn the trail by rote would take some practice.

Skiing along, I was proud that I hadn’t fallen yet. I soon realized there were skiers on the trail behind me—a girl and a man. She was learning to ski—he was her instructor.

It was then that I inevitably fell. I was embarrassed for a moment. In that moment on the ground, unhurt and struggling to get my feet under me safely, I realized something. I hoped that girl, skiing on the trail behind me, had seen me fall. Because I knew that I fell in the correct form to not get hurt; I knew that while I struggled, I was using the correct form to get back onto my feet. I hoped that girl had seen me fall and had learned something.

I continued on and came to a gigantic hill falling away from me. I stood, paralyzed, wondering how I was going to get down THAT alive. I watched another skier, fairly fresh to the sport like myself, attempt the slope. I watched her fall and then I watched her fall again. I knew that to advance on the trail, I needed to get past this hill. But was I ready for it? I considered all the ways to get past this hurtle and chose what I thought would be the easiest. I fell, but I made it to the bottom. When I turned and looked back, I realized it wasn’t as steep as it had looked on the other side. I vowed to revisit that hill again and ski it until it looked like a gentle bump from the top down.

This winter has been a challenge, offering little snow and terrible ski conditions. To practice this new skill, I can’t wait for the perfect opportunity. I need to reach out and make my own connections, find my own “perfect” place to practice. Next year, I will be even better. The hills will still appear miles deep, but they will be new hills—more challenging than the gentle bumps of this year.

Skiing and Toastmasters have a lot in common. As I strapped on my boots, I remembered the nervousness that I felt when I stood in front of the Eastside Madison TM Club and gave my Icebreaker speech. I remembered the fear I felt when I thought about making a mistake in front of a room full of people. The encouraging smiles and advice brought me back the next meeting. The “gigantic hill” I faced in Toastmasters was the first time I served as my club’s Toastmaster. I will admit now that I flew down that hill a little too quickly. My nerves were wracked and everything in me screamed to “stop!” But I went back and learned from that. I slowed down and began to go at a pace that was right for me. Like skiing, Toastmasters is an ongoing learning experience. I will challenge myself and at times I will wonder, “What was I thinking?” As the hills grow higher, so will my confidence grow, knowing that I am ready for the next hurtle.