Officers’ Minutes - March 2, 2021

Officers’ Minutes - March 2, 2021

Attendees: Barb, Kate, Jim, Lynne, Mara, Lynn, JinXin, Nancy

Barb had the minutes from February 2021 approved.

Officer Reports with Discussion:

Officer Reports:

• President: Barb

• VP Education (VPE): Nancy

• VP Membership (VPM): Kate

• VP Public Relations (VPPR): Mara

• Secretary: Lynn C

• Treasurer: Jim & Jinxin

• Sergeant at Arms (SAA): Lynne D

 

• Barb started our meeting by congratulating all of us. Our District 55 Caryn mentioned how well organized and professional we are at our club.

• Nancy, we need 2 new members or completion of Level 1 by June 30th. 

• She spoke to Warren after the Evaluation competition and he thought it was cool to evaluate a new guest speaker that he was not comfortable with. 

• Mara, everything is moving along. She posts weekly on Facebook. Kate and Mara have a meeting set up for tomorrow to talk about how member drive and PR can work together. 

• It would be a good idea to put more faces on Facebook but will need approval first.

• Kate, we have 1 new member since our last Officer meeting (Kristin Gulledge) making it 19 members total.  Hannah requested an application but has not turned it in yet.  Kate will reach out to Jutta to see if he’s planning to renew. Jim reached out to Adeline via email earlier this morning but has not heard back yet.  If we exclude them, we have 17 members total.

• Lynn C will be traveling out of the country for a month from 3/28 - 4/26 and plan to attend every meeting but cannot guarantee a good wifi connection. She asked if there’s a backup Secretary. There is no automatic backup Secretary, you simply ask if anyone is willing to volunteer when needed. Mara and Nancy volunteered to take on the role if needed.

• She will try to do better at getting the Meeting Minutes out sooner.

• Jim and JinXin are collaborating to try to get to the same page in the Treasurer role transition. 

• 9 members paid already and they are good through September.

• $200 fraud credit was received.

• End of February balance is $1,222 with a lot in pending.

• There is a $57 PayPal payment to the club with a name that he does not recognize. Jim will bring it up during our meeting. He can also walk people through how to check your profile on the site to see if you are covered thru September.

• JinXin called Jim but could not get a hold of him. They will set up a time to meet.

• Lynne reaches out to Shannon (Manager of ISO) via email every month to let her know we’re still here so we won’t lose the room. She heard back from Shannon and we are still good with the room.

• Not sure why our Zoom link is set to expire in June and not August. Nancy will look into it.  

• Mara mentioned, per Zoom support, use the “No Fix Time” option to fix this issue.

• Recordings are going well. Caryn (District 55) brought up in our last Toastmasters that she observed we were recording and suggested we let the members know ahead of time in the beginning.  Barb or Lynne will announce it at the beginning of all our meetings from now on. Mara suggests putting the recording announcement in the Pledge of Allegiance Powerpoint deck slides to read at the start of all our meetings as an option. Lynne thinks that’s a great idea.

• Lynne asked if anyone is interested in being the backup Zoom host and Mara volunteered.

 

Old Business

Meetkup.com - Jim, did we get an invoice from them? 

• Jim, no we did not.

• Kate mentioned we are still getting inquiries on Meetup even though we are not a subscriber anymore.  Kate will reach out to them and capture their email address for PR

• Mara suggests sending a message through the Meetup site regarding the membership drive.

 

Facebook online project

• Mara - not sure if Facebook Live is getting more traffic or Likes. She thinks a 1:1 interview-style might be a post. She is less inclined to put speakers on Facebook.  Barb suggests maybe posting a recording of the whole Toastmasters meeting from beginning to end so that people can get an understanding and expectation of how joining our Toastmasters club would be like.

New Business

Additional Zoom Help

• Mara volunteers

 

Membership Campaign

• We will revisit this topic at our next Officers’ Meeting (Kate had a family emergency call).

 

Service award for a member of our club

• Barb complimented how so many people go above and beyond in our club. There’s a Spark Plug Award available, but how do you give 1 award to so many members deserving of it? Nancy, Kate, Mara, Lynne, Jim, and Jean (the creator of our club). I say this is a good problem to have :-)

 

Barb reminded everyone to start thinking of whether or not they would like to continue in their current Officer role for the next election. As well as start thinking of who would be a good fit to take on your role if you decide to not do it anymore come June. 

 

Motion to adjourn. 

Secretary,

Lynn

Public Speaking Northwest Meeting Minutes - February 23, 2021

 Public Speaking Northwest Toastmasters

Meeting Minutes - February 23, 2021

Announcement: I am happy to announce our newest member Kristin Gulledge to our club! YAY!! WELCOME! :-)

Our Sergeant at Arms, Lynne, promptly opened the meeting on time with our mission statement and flag salute.

Our President Barb introduced the Toastmaster.  

Our Toastmaster was Mara with the theme “Speech & Evaluation Showcase” 

Our GATE Team was:

Grammarian - Glenn

Word of the day - Merry - Mara, Kate, Giri, Jim, and Lynn used the word today

Ah Counter -  Kameh

Timer - Lynn C

General Evaluator - Barb

Our 1st Speaker was Jean with her speech entitled “The Card Table”. She’s working on her Presentation Mastery Pathway; Jean will be participating in the competition with this speech. This will be the second time she’s done this speech incorporating some of the suggestions from her evaluator (5-7 mins)

Our 2nd Speaker was Adlai (AJ) with his speech entitled “Words Do Matter”. He is our guest speaker and will also be participating in the competition with this speech. 

Our Evaluators were Giri (evaluating Jean) and Warren (evaluating AJ). Warren is participating in the Evaluation part of the competition and also received feedback on his evaluation today.

Our Table Topic Master was Jim.  

Our Table Topic Speakers were:

Kate, eating contest - hot dogs or pie-eating contest? Why? She would pick a pie-eating contest because she thinks she can shove it down faster and she also has a sweet tooth. 

Midori, historical facts or spelling contest in English? She would enter a spelling bee contest. It would be difficult but she would like to try. English is more difficult than Japanese words because with Japanese words you can sound the characters much easier

Glenn, weight-lifting or wrestling contest? Wrestling might be better for him. There is room to run around to run down the time. 

Kristin, triathlon has the swim, bike, marathon leg, which leg would you do? She would not pick swimming because she’s allergic to chlorine. She would not pick biking because she doesn’t own a bike. She would pick running but would have to practice by walking first.

Caryn (Director 55), suggests the Timer today tell the people their time due to it being competition day and the Speaker / Evaluator should know what their time is. She also suggests telling people ahead of time that we are recording and why.

Members in Attendance were Barb, Jean, Jim, Warren, Lynne, Midori, Mara, Kameh, Lynn, Glenn, Giri, Kate

Guest(s) in Attendance: Caryn (Director 55), Hannah Del Carlo (back), Adlai “AJ” (New)

Motion to Adjourn,

Secretary,

Lynn

Officers’ Minutes - February 9, 2021

 Officers’ Minutes - February 9, 2021

Attendees: Barb, Kate, Jim, Lynne, Mara, Lynn

Barb had the minutes from January 2021 approved.

Officer Reports with Discussion:

Officer Reports:

• President: Barb

• VP Education (VPE): Nancy

• VP Membership (VPM): Kate

• VP Public Relations (VPPR): Mara

• Secretary: Lynn C

• Treasurer: Jim & Jinxin

• Sergeant at Arms (SAA): Lynne D

 

• Nancy is unable to join the meeting today because she’s in the middle of moving out of state. She’ll continue to join via Zoom. Most of the time during her transition to Texas, she will still be available to level up members, do Pathways consultations, do competition consultations, and will be available to her proteges.

• Nancy sent out an email on hybrid meeting technical tips on how we can set up both Zoom and in-room meetings in the future when we are able to meet in person again.

• Kate informed us that we currently have 18 members as of the last enrollment period. Kameh is our newest member. Jim will check with Adeline to see if she will renew again. Hannah has been a returning guest several times now but has not officially joined yet.

• Mara talked about the competition we’re going to have on 2/23/2021.  Nancy has suggested having a target speaker for Warren to evaluate since he’ll be participating in the Evaluation part of the competition. A veteran Toastmaster and past guest Janice from California was brought up as a suggestion to be the guest speaker for Warren to evaluate. Mara volunteered to be our Toastmaster on the day of the competition.

•  Mara met with Kate to discuss continued working relationships for PR and membership. Kate shared her template for replying to inquiries which can be adapted when replying to Facebook messages.

• Mara attended MELE on January 22nd. Good interaction with other PR officers from local groups. Several of them are now following our Facebook page. Main takeaway from the group - better to find a basic PR strategy on social media than to try to get too much going (like adding Instagram).

• Mara needs a list of events we have on the calendar for the year to proactively promote the events. Barb recalled Nancy sending events out, she will send it over to Mara.

• Mara will continue posting regular content each week on Facebook.

• Mara added an image on the website to visually enhance our online Zoom presence (see image below)

• Facebook Live update - she hasn’t done anything. She’s thinking Jean’s speech on her Slippers would be a good one to post. Jim informed us that Jean will be using that speech for the competition. Midori said we can post her Ice-Breaker speech if we can find a way to remove her last name from the recording.

• Lynn C attended the MELE on January 22nd. Most of the members were experienced Secretary except herself and one more person. Great informative meeting.

• Jim reached out to the company regarding the fraudulent withdrawal. The company doesn’t know about the charge.  The bank credited back the $200.  We now have a new debit card.

• End of December balance is $743.38. End of January is $948.01.

• Jim motion for the Club to pay for the $1.50 PayPal fee when members pay via PayPal. All were in favor.

• Lynne, nothing new to report. 

• Lynne proposed that we record the Evaluator in addition to the Speaker because during Lynn C’s first Ice Breaker speech, she asked if the evaluations are recorded for her to rewatch and it is not. Jim mentioned encouraging the Evaluators to send their write-ups to the speaker. Mara mentioned the Host would be responsible for the additional step of recording the Evaluators.  

• Jim suggests making it an option. The Host would reach out ahead of time to the Speaker and Evaluator.

• Mara suggests making it a norm for our Toastmasters. Speakers and Evaluators will be recorded. Barb suggested the recording be sent out to BOTH the Evaluator and Speaker in 1 email. 

• Mara motion to record the Evaluators. Both the Speaker and Evaluator will get a copy. This motion is passed as Officers. We will let the members know they are getting added values from having the evaluation recorded.  Everyone agrees.

 

Barb asked:

• Did everyone get trained? Everyone has.

• Member drive? Mara brought up the idea of having an event to promote members and friends (maybe a month from now). In this event, we can have the speech be on tips, etc. Maybe even have a guest speaker on zoom. 

 

Mara motion for the meeting to adjourn. 

Secretary,

Lynn