Executive Committee Meeting Notes 7/8/13

Chamber Speakers Club Toastmasters

Club #600591 - Area H2  - District 4

MEETING MINUTES – 7/8/13

Dear Chambers Speakers Circle Club Toastmasters,

The following is a summary of the minutes from our Executive Committee meeting.  Meeting began at 7:30 p.m.

Attending Officers:

Samya Boxberger-Oberoi: President, and VP of Education & Public Relations

Suzanne Mulcahy:  Secretary, and Treasurer

Ruth Wadsworth:  VP of Membership was absent

Sgt. of Arms:  Sharon Pappas

1.  President’s Update:

a)    Approval of past EC Meeting Notes:  Reviewed minutes of 6/10/13 minutes and they were approved.

b)    DCP Update:  6 goals were obtained:  We did not achieve Distinguished Club. 

2.  Officer Updates (30 seconds):

a)    VP Education: 

·         Kaiser Youth Leadership program –  The program is ongoing and doing well. 

·         Samya discussed having a joint event with the Chamber.

·         Samya will pass out a paper and have the Toastmaster members report where they are in the Competent Communicator and the Competent Leadership manuals so she can assist in and track their progress.

b)    VP Membership:  

·         Ruth as absent.

c)    VP PR

·         Assist in drafting the article with Kaiser about the program and Toastmaster’s involvement.

d)    Treasurer: 

·         Three new members have joined this past month.

·         All new applications have been filed and dues were applied.

·         Dues must be in by 9/15/2013.  Make requests beginning in August.

e)     Sgt. of Arms: 

·         Sharon will call or email Ruth and make arrangements to be trained and familiarized with this role in our club.

·         Supplies will be checked and more ordered if necessary.

f)     Secretary:

·         The minutes will be completed and posted by Monday.

3.  Officer roles and responsibilities:

a)     Reviewed roles and responsibilities of each office.

4.  Distinguished Program:

a)      Samya went over the DCP program and what we need to do to achieve this.

5.  Youth Leadership Program at Kaiser:

a)    Continue working on weekly lessons and have prep meetings after each session.

6.  New Event:

a)    Samya discussed the Brew and Bacon Event that the Chamber is doing 9/28.  She has been given 10 tickets to sell.  It will be presented at the next Toastmaster meeting.

7.  Other Business:

a)    Financial VISA card:  A new card was purchased for $450.00. 

b)    Length of meetings was discussed:  It was determined that we would follow the agenda and end no later than 9:00 p.m.

c)    Sharon will talk to Ruth about the new ballets and name tags.

d)    Newsletter:   Samya will let us know when we have a newsletter to discuss.

e)    “Piggy Bank”:  It was decided to use a “Piggy Bank” to collect our “Ah” count money.

f)     Add Sharon to the alias.

g)    We will review the budget and see if we can order cards for Sharon.

h)   Future goals were discussed. 

·         Retention of members

·         Increase membership

·         Get more guest speakers

Meeting was adjourned 9:00 p.m.

Executive Committee Meeting Notes 06/10/13

Chamber Speakers Club Toastmasters

Club #600591 - Area H2  - District 4

EC MEETING MINUTES – 6/10/13

Dear Chamber Speakers Circle Club Toastmasters, 

The following is a summary of the minutes from our Executive Committee meeting. Meeting began at 7:30 p.m.

Attending Officers: 

Samya Boxberger-Oberoi: President, and VP of Education & Public Relations 

Suzanne Mulcahy: Secretary, and Treasurer 

Ruth Wadsworth: VP of Membership, and Sgt. of Arms

1. President’s Update: 

a) Approval of past EC Meeting Notes: Reviewed minutes of 5/12/13 minutes and they were approved. 

b) DCP Update: 6 goals were obtained: Reviewed what we can do to achieve our goals. We have reached 5 new members.

2. Officer Updates (30 seconds): 

a) VP Education: 

• Kaiser Youth Leadership program – The program will commence 6/20/13 and run for 8 sessions. 

b) VP Membership: 

• Ruth discussed sponsoring new members and attending the conference. 

c) VP Public Relations: 

• Discussed the newsletter and what to publish on a monthly basis. 

d) Treasurer: 

•199N form was filed. 

• All new applications have been filed and dues were applied. 

e) Sgt. of Arms: 

• The guest book was received and in use. 

• Ribbons arrived and the necessary supply has been replenished. 

f) Secretary: 

• The minutes are now being posted to the website.

3. Membership Building Proposal: 

a) Consider contacting all the businesses in the mall to advertize the Toastmasters club. 

b) Considered doing a new brochure, but it was determined that initially we will keep the current flyer and prepare a "30 sec" speech to go with the flyer. Ruth will draft the wording for "30 sec" speech. 

c) Following up on new guests was discussed and Ruth and Samya will share this responsibility.

4. Youth Leadership Program at Kaiser: 

a) The dates were confirmed for the Kaiser Youth Leadership Program. 

b) The leaders of each week were decided. 

c) The meeting with the Director at Kaiser will be 6/13/13. Samya and Suzanne will attend. 

d) The preparation meeting for the next session will occur after each session.

5. New Officers: 

a) Sharon will become the new Sgt. of Arms as of 7/1/13. 

b) Samya will submit the officers’ list by 6/30/13.

6. Other Business: 

a) Financial VISA card: A new card will be purchased for $450.00. With the orders and new membership filings, the old card balance has been used.

b) EC meetings were discussed, whether the 1st or 2nd Monday. It was decided that the 2nd Monday would remain in effect at this time.

c) Length of meetings was discussed: It was determined that we would follow the agenda and end no later than 9:00 p.m. 

d) Actions items follow-up was discussed. It was determined that emails would be sent to the president on a semi-monthly basis so that she could track the results. 

e) Newsletter: It was determined that we would discuss the contents of the newsletter at the EC meeting and would be posted for the following month. We would post the accomplishments of the past month and new upcoming events.

f) New Ballot: Ruth brought up using a new ballot for electing the table topics winner and giving feedback to the speakers. She has volunteered to create this new ballot. 

Meeting was adjourned 9:00 p.m.

Executive Committee Meeting Notes 5/12/2013

                                                     Chamber Speakers Club Toastmasters

Club #600591 - Area H2  - District 4

MEETING MINUTES – 5/12/13

Dear Chambers Speakers Circle Club Toastmasters,

The following is a summary of the minutes from our Executive Committee meeting.  Meeting began at 10:30 a.m.

Attending Officers:

Samya Boxberger-Oberoi: President, and VP of Education & Public Relations

Suzanne Mulcahy:  Secretary, and Treasurer

Ruth Wadsworth:  Unable to attend meeting

1.  Update from the officers:

a)    President:

          Discussed making goals for each month’s activities.

b)    VP Education: 

         Kaiser Youth Leadership program – Follow-up on the summer program.

c)    VP Membership:  

         Discussed stopping at the Chamber and left some of our new business cards

         Discussed doing an open house with the Chamber.

d)    VP PR

          Discussed doing a Newsletter and have it set up on the website.

e)    Treasurer: 

          Posted new applications and filed dues with Toastmasters International.

f)     Sgt. of Arms: 

          Discussed Sharon becoming the new Sgt. of Arms for the coming year.

g)    Secretary:

          Discussed posting the minutes to the website.

2.  Review of executive meeting notes 4/10/13:

3.  Old Business:

a)    Banking:

     Account was re-established with new signatures.

     A $300.00 prepaid card was purchased.

     Business cards were paid for.

b)    The spring District Conference was discussed.

4.  New Business:

a)    199N form needs to be filed by the treasurer.

b)    Attending the Chambers mixers was discussed and the importance of building a good    
      relationship with the members of the Chanber.

c)    CEO, Chamber and President discussed holding a co-sponsoring a Open/Mixer, possibly 
      9/25/13.

Meeting was adjourned 1:30 p.m.

Executive Committee Meeting Notes 4/10/2013

Chamber Speakers Club Toastmasters

Club #600591 - Area H2  - District 4

MEETING MINUTES – 4/10/13

Dear Chambers Speakers Circle Club Toastmasters,

The following is a summary of the minutes from our Executive Committee meeting.  Meeting began at 4:30 p.m.

Attending Officers:

Samya Boxberger-Oberoi: VP of Education & Public Relations, and new President

Suzanne Mulcahy:  Secretary, and new Treasurer

Ruth Wadsworth:  VP of Membership, and Sgt. of Arms

1. Officers Roles and Responsibilities:

The officers read the Club Leadership Handbook and discussed the following:

President:

• Set the tone for the club and provide supportive leadership.
•  Open and preside over the club meetings.
•  Create a nurturing learning environment.

VP Education:

• Kaiser Youth Leadership program – Follow-up on the summer program.
• Think about doing a speech contest in the future.

VP Membership:

• Set a goal to sign up 1 member every 2 months
• Go by the Chamber and take some of our new business cards
• Consider doing an open house.

VP Public Relations:

• Consider doing a social media presence for our Toastmaster’s Club.
• Create a project and have others assist.  Use the Advanced Leadership manual - "High Performance Leadership" program.  This way the person leading the project can get credit for future awards.

Treasurer: 

• Suzanne Mulcahy agreed to become the new treasurer of the Chambers Speakers Circle Club Toastmasters.
• Get a new signature card from the bank so that we can continue running the financial business of the club.

Sgt. of Arms: 

• Assign the duties before the meeting opens to other members if you can’t be there.
• Consider getting a guest book from Toastmasters for our guests to sign and get pertinent information.
• Set the table up with information on Toastmasters for members and guests.

Secretary:

• Take meeting minutes
• Update current roster of members and officers at World Headquarters.
• Order supplies.
• Update minutes in the blog.
• Notify Sgt. of Arms to take notes in Secretary’s absence.

2.  Other Business:

• Samya said that she would do monthly Newsletters, asked for input from the members, and finalize content at the E.C. meetings with officers.

• Samya and Suzanne will contact Randy, get the information on how to update the blog and a copy of the letter for the bank.

• Samya and Suzanne will investigate who submits the application to the cloud.

• Officers discussed keeping the offices for one year instead of every six months.  It was decided to re-visit the topic in six months.

• Officers decided that the club would order officer books so that we could each have one for our full job descriptions or download individual copies.

Meeting was adjourned 7:45 p.m.