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

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

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

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 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

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

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

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

VPE VPM DURING Club Meetings 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 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 Treasurer Secretary SAA Distribute promotional materials Report results of public relations efforts Announce public relations campaigns Solicit ideas and volunteers Treasurer Collect membership dues Provide a report on club finances Accept 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 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 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

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

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

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

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

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

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

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

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

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

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

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

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 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 Fall and Spring Conferences Fall and Spring District Council Meetings District Trainings Area, Division, District Speech Contests District Volunteer Conference Volunteer Club Coach New Club Mentor Demonstration Meeting Role Area Director Division Director District Officer

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. 2017 Mid-Year TLI Pre-Work Questionnaire We look forward to seeing you in class!