Public Speaking Northwest #9406: Officers' Minutes

Officers’ Minutes - May 4, 2021

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

Barb had the minutes for April 2021 approved.

Officer Reports with Discussion:

Officer Reports:

Nancy, couldn’t join us due to an internet connection issue.
Mara, updates Facebook regularly. Had 2 inquires and 1 of them is a former Toastmasters member of ours that will join today’s meeting. About 45 minutes ago, another inquiry came in, Daniel, and Mara provided him the link to join our meeting today or next week.
Kate, not too much new stuff to report this month. She had some personal matter at home that has been taking a lot of her attention this month.

Kate thanked Mara for bringing in Todd to speak at Open House. She felt it went a long way for member retention.
She is looking to add 3 new members.
Inquiries continue to come in but have dropped off since January (New Year)
She will go through her emails to see who showed interest in the past and will reach out.
There’s a Bothell Community on Facebook she’s a part of and can ask the Admin if she can post an invite on their page about our club.
Northshore Senior Center is another idea. The King County Library is reopening, maybe post a flyer? Mara mention membership and PR are duck tail together so Mara will create the flyer to post at the King County Library.
Kate was thinking about focusing on member retention instead of new members. We do such a great job to date about getting new members, we’re down in count because members have dropped off.
Jim thinks there’s a place for seniors at Toastmasters already. He has not visited the Northshore Senior Center before and can make a presentation to them from Senior to Senior. Mara brought up how instead of Facebook Live, a pre-recorded interview regarding Toastmasters from a Senior to Senior, and English as a second language perspective as an example would be more appealing.
Kate had a question, do we have the mentorship capacity to take on new members? Lynne finds this to be an excellent question and thinks we do have the manpower because some members have left.

Lynn C., has nothing new to add and wanted to apologize for the last-minute delivery of the Officer’s Meeting Minutes.
Jim, the balance for the end of April 2021 is $1,085.19 with a 1 cent cash flow.

Submitting an expense has 16-17 steps with the approval by 2 people within the district. Jim will try to make it document and make it as simple as possible for JinXin.
Jim asked JinXin if Midori has contacted her yet. Midori has shown interest in learning about this role. JinXin has not heard from Midori.
2 zoom reimbursement for $16 - $17 each is in the pipe.
Jim will document how to pay to Concur online and will have it ready to introduce to Midori and JinXin.

Lynne, conducted a zoom host training with Jean, Glenn, Lynn, Warren, and Mara. She will most likely leave in July. Lynne suggests doing a dry run while she’s still here for support.

Lynne checked up with ISO and found out that they are growing and because of that, our room on Tuesdays between 10:30 AM - 1:30 PM has been taken. Our NEW day and time for when we go back doing live meetings are Mondays same time between 10:30 AM - 1:30 PM.
Due to COVID restrictions, their max is 6 people in a room right now. Which means they are not ready for us. King County is going back to Phase 2.
Their only request is cleaning afterward due to COVID.
They want to give back to the public so we being there fit into that. It doesn’t seem to be a problem with us being there.
Mara has a question, does Toastmasters have a protocol out about going back, or what being back may start to look like? Mara and Lynne will find this out together and see what Lynne’s yacht club is doing. Lynne commented that being prepared is an excellent idea so we can hit the ground running when the time comes vs be in a scramble.

Barb gave us something to think about. When we go back, do we want a hybrid or not?
Jim apologized to JinXin he forgot to ask her about her feedback as Treasurer in training.
JinXin, the system Jim has established is great and easy to follow. She just has to plug in the numbers. However, she still needs help with the deposit part of it.

JinXin also had a question for Jim, should Midori and JinXin both open an account with Concur? Jim suggests 1 person be involved with Concur so only 1 account is open. Jim will have a separate meeting with Midori and JinXin.

Old Business

Facebook online project

Mara, still on hold. Barb will not put this on the next Officer agenda meeting until there’s something to report. Mara is okay with that.

Officer roles for next election starting June for June - December period.

Lynn C. will act as President
Kate will stay on as VPM
Mara will stay on as VPPR
Need a new Secretary. Lynn C. asked if Mara had a chance to ask Kristin to see if she’s interested in this role. Mara did ask Kristin and she doesn’t think she’s ready yet. Maybe in a future election.
JinXin will act as Treasurer and Midori as backup or a team effort.
Kate mentioned for VPE (Nancy’s role) she has heard when asked that Nancy is happy to continue in her role IF we continue to be online. If we think there’s a good chance we go live, we should also think about training someone for her role. Mara doesn’t think we’ll be going live anytime soon by June - December.

Nancy has a big role as VPE that will be a big shoe to fill. Lynne mentioned that Nancy is very good at streamlining so others can take over like Jim is (which makes a good manager). Barb added your job as a manager is to make yourself dispensable.
Barb, VPE on hold right now.

New Business

No new business.

Motion to adjourn.

Secretary,

Lynn

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