Here are some ideas for the Club President, originally from the web site of the Parramatta Toastmasters Club.
HINTS FOR THE NEW PRESIDENT
Plan The Year
Know what is coming up in the club, area, division and district. Events could include:
District annual conference
Club changeover celebration
Prepare for the meeting
Prepare a report for Business Session, which should include any matter of importance to the club, not covered by other officers.
At Every Meeting
Arrive early to greet members and establish a presence.
The Sergeant at Arms will call the meeting to order, and hand control (the gavel) over to you. Address the club with a short uplifting speech if you want to.
During the meeting:
Take note of the following:
Members who do not have a speech during the meeting
Interesting things that happen or are said during the night
Short reminders of upcoming events
Report during business session:
The President can report on issues affecting the club.
Club leadership training
Club Officer Guides
Area council meetings
Update on executive committee meetings
Public news announcements about members (birthdays etc)
Encourage members to wear their name badges
Encourage attendance at Area, Division & District contests
Advise to membership of those taking leadership roles outside the club
New Member Inductions:
To be done only for signed up, fully paid up members. Call the new member up the front, along with the mentor. Offer a short address about:
Member’s name, other provided background
Mentor – name and role of person mentoring the new member
New member pack and badge
Invite the new member to speak
Ask all members to stand for a round of applause
Ask member and mentor to sit down, and hand back to the chairman
Presentation of educational awards:
To be done only when the award has been officially recognised by Toastmasters International.
Call the member up the front, and offer a short address:
Member’s educational progress in Toastmasters
Present the new name badge
Invite member to say a few words
Lead the applause
Ask member to sit down, and hand back to the chairman
Chairman hands to you. You provide a short speech to conclude the meeting.
Invite guests to stand and give comments if they are comfortable with speaking
Invite members who have not spoken to say a few words
Thank everybody for attending, and share highlights of the next meeting
Immediately after the meeting:
Stay and talk with new members
A meeting of the club executive committee could be at the RSL, a cafe, other venue or someone’s home. The committee should agree on a location that is accessible via car or public transport. It should also be a quiet place to allow for conversation.
Email a list of topics and ask if officers have any topics to add.
Set an agenda. Time limits could be allocated to topics, to avoid going overtime.
Typical Agenda Items:
Review of past meetings
Organising special meetings – Christmas party, changeover etc
Club’s progress towards achievements
Periodic review of club quality criteria
New ideas from members
Other Things you should know
As president, you could benefit from knowing the following information:
- History of the club
- Websites – club, district, TI
- Other officer roles
- President’s guide from TI
- Educational system and requirements
- Educational manuals
- The structure of the area, division and district
- Forms and other documents
Area Council Involvement – attend meetings called by Area Governor. Participate in club review during Area Governor’s official visits to club
Club Leadership Training: Attending sessions and informing other officers of session times/locations.
Attending Meetings: In addition to those mentioned there are also:
Area, Division and District competitions, especially where a club member is competing
District Conferences to vote for District officers
Hosting Competitions: The club may be called on to host an Area or Division contest. The Area or Division Director does most organising. As the Area Director about how the club can help.
Appoint a publisher or webmaster for social media and other online PR, if the VPPR will not publish content.
Ensure that the Sergeant at Arms has confirmed the booking with the RSL Club for the following year.
Update the club’s page on the Toastmasters International web site, with any new details.
Election of Executive for following year
The Election Chairman is typically a past President but cannot be the Nominating Committee Chairman. At that meeting, he/she will request quorum from the SAA.
At least a majority of active members must be present at the time of the election.
The Election Chairman will review the voting procedure.
The positions are elected in the order in which they appear in the Club Leadership Handbook.
For each position, the Election Chairman will announce the nomination(s), and then call 3 times for more nominations.
If there is only one nomination, you still need to move that the person be declared as that new position. A club may prefer to leave a position vacant rather than allow an inappropriate person to hold office.
This procedure is repeated for each office – candidates not elected may be nominated for subsequent positions yet to be voted on.
If any floor nominations are made:
They require the nomination be moved and seconded.
They are added to the ballot.
The ballot is closed.
If there is an election, it is handled as follows:
Each candidate gets 2 minutes to explain why they should be chosen.
Candidates are called up in alphabetic order.
Candidates don’t need to leave the room while the other candidate/s is/are speaking.
Elections are held by secret ballot.
If there is an election with 2 people, the person with most votes automatically becomes the position-elect.
If there are 3 or more people standing, and someone gets an absolute majority (i.e. more than 50% of the vote), then that person automatically becomes the position-elect.
If there are 3 or more people standing, and no one gets a majority, then the person with the least votes is eliminated and a new ballot is made.
In case of any tie at any stage of the voting, the successful candidate is decided by lot by the Election Chairman.
Note: When there is an election for a position, the next election is not begun until we have a result, in case the person who didn’t get elected wants to stand for a lesser position.
If a candidate is unopposed, call for acclamation.
Voice vote – Those in favour, those opposed.
A Returning Officer must be appointed by the Election Chairman and can be the current SAA, provided that he/she is not standing for any office. The Returning Officer, with the assistance of at least 2 independent members as counters, collects ballots. They are counted by the counters with the Returning Officer overseeing the process.
Once the result is known, it is handed to the Election Chairman who announces the result.
The office election order is:
At the conclusion of the ballots, close the elections and present the officers to the club.
The club schedules an officer installation ceremony at the Changeover Meeting being the last meeting in June. This is where officers take office, effective from 1st July. At this installation ceremony, they are presented with their Toastmasters International “Club Leadership” manual.