April 8, 2025 Officer Meeting Minutes

 

Officer’s Meeting Minutes 4.8.2025

Attendees: Deanna S, Katie M, Nancy C, Lynne D. Bill Theresa, Kelly  

President Lynne 

Action Items: 

1.           Approved March Officer’s Meeting Minutes 

 II. Officer Reports see page 2 

III. Ongoing old business:  Visit to Dustin’s Hop and Hound Bar.  After some discussion we decided to arrange some dates after our May in person meeting.  We’ll try one day visit and an evening visit. Kelly will arrange the evening visit. 

IV. New Business

 V. Announcements: Reminder about the D2 Conference May 17 at the Lynwood Convention Center. Tickets are still available.

PSNW Guest Policy: Nancy took the lead in writing up the specifics of our guest policy.  After some discussion and clarification. it was reiterated that no political speeches or religious speeches would be permitted.  However, Katie noted if a faith was credited in a personal speech, this may be acceptable.  Nancy will write up our procedure for outside guests/ speakers.

Katie motioned that we accept the outline of our Guest Role and Guest Speaker Role procedures, Bill seconded. The motion passed. 

PSNW Guest Role Policy April 9,2025

1. New Member Guests. 

There is no limit to the number of times a potential member can visit PSNW as a guest. However, participation in the meeting is limited to Table Topics and the guest's brief introduction and feedback at the beginning and end of the meeting. To fully participate, by taking on meeting roles and giving speeches, New Member Guests will need to become a member and pay the required dues. 

2. Fellow Toastmaster Guests. 

We are happy to welcome guests from other Toastmaster Clubs and there is no limit to the number of times they can visit as a guest. Participation is limited to Table Topics, with one exception. In the event a meeting role cannot be filled by a club member at the time of that day’s meeting, the Fellow Toastmaster Guest, because of their experience in Toastmasters, can be asked to take on that role. As with New Member Guests, full participation in our club requires becoming a paying member. 

 

 

 

 

PSNW Guest Speaker Policy April 9,2025

Toastmaster meeting time and speaking time is a precious commodity. Speaking time will only be given to fellow Toastmasters. Before gifting a speaker from another Toastmasters club with speaking time, the following criteria should be met.

 

 

1.           The speaker should submit a request for approval to the VPE for a specific time/date.

2.           The speaker should be vetted and recommended by a member of our club.

3.           The speech content should not be religious or political.

4.           The speech should not be a business, activist, or charity promotion.

5.           Speech duration should be no greater than 7 minutes.

The guest speaker should ask for a speaking spot in advance of the desired meeting. The speaking time will not be scheduled until the Friday before the proposed Tuesday meeting, giving our members the opportunity to claim the speaking times. The scheduling of a guest speaker will only take place if we have only 1 of our club speakers scheduled. If there are two speakers already on the schedule, we will not add a guest speaker as a third.

The VPE will confer with other club officers and coordinate the addition of the guest speaker.

VP Education/ Webmaster: Nancy

Webmaster:

Free Toast Host took a dislike to Georgina, so I put her email address on the happy list.

Sometimes we get warnings that FTH cannot find our domain certificate. We have one. It is valid. They have been recognizing it for years. Not sure what their problem is.

VPE:

nice of Lakita to process her level 1 before leaving the club. We have one member who has completed level 1, but hDPR: We are Select Distinguished. When Marcus is processed and Adrianna's membership registers on the DPR, we will have our point there. It was veryas not submitted for completion yet. I contacted her. When she does, that is another point. We have 2 members queued up to give their last level 2 speech. Fingers crossed for a perfect 10 and President's Distinguished.

Mentoring: I have not heard back from Adrianna about who she would like as a mentor, nor has she opted in so she can receive emails from our distribution list.

With Kelly swamped and Lynne taking off in a few weeks for the water, our mentor list is: Barb, Katie, Maria, Robert, and me. Mara is Justin and Sonal's mentor. I should talk to her about taking her name off the list because she attends so few meetings.

I am taking Warren as a protege (easy one there). He was voted in years ago and doesn't need another induction ceremony.

Education: Ed Minutes are going well, I think.

Most members are doing well at claiming their completed projects and speeches.

 

 VP Membership: Theresa

It has been a big month for new memberships!

Here is what I have for this month's report.

New Members: We have four new members: Adriana Martinez, Warren Lewis, Nadine Loken, and Marcus Bircher.

TI Inquiries: We had one TI inquiry.

Meeting Visitors

March 11: Adriana, Warren, Ram, Nadine, Nittin

March 18: Raul, Ram, Nadine, Adriana

March 25: Marcus

April 1: Sam, Kip, Nadine Loken, and Marcus Bircher.

 

 VP Public Relations: Kelly

All is good in PR land.

•             Conference Basket. I received all the basket items, and I will give it to the conference chair next week. Big thank you to Katie, and everyone who contributed! We also get a ¼ page add in the conference program to promote our club, since we have four or more members going. Thus far, it is Katie, Bill, Natalia, and me.

•             National Fun Day. We had an amazing meeting last week. Thank you, Lynne, for always bringing the fun! We missed all of you who could not attend.

•             Social Media.

o             YouTube - 39 subscribers•342 videos

o             Facebook - 379 likes • 409 followers

•             Nancy. Do you still need an L2 speech for our awards? I can change the level if you need a different level.

Treasurer: Deanna

 1.    Membership renewal for the period 4/1/25-9/30/25 – 24 members renewed or joined.

2.    Many renewals used direct payments to TI website and Zelle payments to PSNW for PSNW club dues. Worked well.

3.    Club treasurer will continue to encourage direct payments to TI and Zelle payments to PSNW whenever possible.  Checks still accepted. PayPal still an option but moving away from this option- PayPal fee is added to invoice when this payment method used. This worked well per treasurer.

4.    The PSNW bank account balance is $1031.93 of 4/7/25.

Secretary/Scribe: Bill Nothing to report

Sergeant at Arms: KatieV

1. I printed name badges for: Adriana Martinez, Warren Lewis,

2. All is well.

President: Lynne

All is going well!!

Thank you all for your contributions to our PSNW Guest/Guest Speaker Policy discussion. New Member Guests and Fellow Toastmaster Guests Policy Drafts are below.  I think they are ready for approval. The Guest Speaker/Table Topics discussion is still in progress. (See update in new business above)

 

1.           New Member Guests. There is no limit to the number of times a potential member can visit PSNW as a guest.  However, participation in the meeting is limited to Table Topics and the guest's brief introduction and feedback at the beginning and end of the meeting.  To fully participate, by taking on meeting roles and giving speeches, New Member Guests will need to become a member and pay the required dues. 

2.           Fellow Toastmaster Guests.  We are happy to welcome guests from other Toastmaster Clubs and there is no limit to the number of times they can visit as a guest.  Participation is limited to Table Topics, with one exception.  In the event a meeting role cannot be filled by a club member at the time of that day’s meeting, the Fellow Toastmaster Guest, because of their experience in Toastmasters, can be asked to take on that role.  As with New Member Guests, full participation in our club requires becoming a paying member. 

3.           The Guest Speaker/Table Topics discussion is still in progress.   Concerns are:

•             Giving up speaking time for our members, whether it’s a Speech or Table Topics.  

•             Finding balance between not taking away member speaking time for Speeches and Table Topics and accommodating guests and other clubs when approached for speaking time.  

•             Vetting the value of the proposed speech to our club members.