THE MISSION OF THE CLUB

The mission of a Toastmasters Club is to provide a mutually supportive and positive learning environment in which every member has the opportunity to develop communication and leadership skills, which in turn foster self-confidence and personal growth.  

ABOUT EASTSIDE TOASTMASTERS

Welcome to Eastside Toastmasters, one of over 8,000 Toastmasters Clubs in more than 50 countries around the world. We are the second oldest Toastmasters Club in Hamilton, having been charterd in September 1965. Although now one of 14 clubs in the Hamilton and surrounding areas, Eastside has consistently maintained its strength.

Eastside has a strong motivated membership from various walks of life. We provide the opportunity to speak in front of a sympathetic audience every week - which builds confidence and skills to speak in a variety of settings. Each year some of our members go on to represent our Club in competition with other Toastmasters clubs.

Some of the skills you will develop and/or enhance by participating in Eastside Toastmasters will be: assertiveness, listening, report writing, meeting procedures, handling interjections, controlling nervousness, impromptu speaking, voice modulation, body language and speech construction

As you progress with the club your confidence will increase and you will be able to help others with their goals. As a member of Eastside Toastmasters, your responsibilities set out in the Toastmasters Promise (See back page)

In particular you should:

• Be on time - Eastside Toastmasters commences at 7:15 sharp
• Dress tidily and wear your name badge to all Toastmaster meetings.
• Always give your apologies to the Toastmaster or another member if you are unable to attend, or if you will be late or need to leave early.
• Help set up the room and tidy up afterwards
• Advise the Vice President Education - in advance of the six weekly programme being produced - of particular duties you would like to be programmed for and any days that you will be unavailable
• If you are programmed for a duty that you cannot carry out - arrange with another member to do it for you - and advise the Toastmaster.
• Return awards the following week
• Take yourself out of your comfort zone and learn from your evaluations
• Participate in inter-club events
• Enjoy your evenings with Toastmasters

Generally meetings follow a similar format including prepared and impromptu speeches. All speeches are evaluated. This booklet introduces you to the major roles allocated to members each week and Club Officer roles. If you have any questions, please feel free to ask!

• The primary duty is to act as a genial host and to conduct the entire meeting; to create an atmosphere of interest, expectation and receptivity.
• Check that those programmed in for duties are available to do them. Members unavailable should have arranged replacements but the Toastmaster may need to make last minute adjustments to the programme.
• Contact every member at the beginning of the week, even those without duties, to check for apologies, and finalise the agenda.
• If a theme is selected for the evening, advise the lexicologist, table topics master and other duty holders so that they can link in with it.
• Prepare the agenda with allocated times and duties and provide enough copies for each member attending (usually about 25 - 30 copies).
• Take charge of the meeting and make sure it runs it smoothly.
• Welcome all guests and ask for apologies.
• Introduce all speakers with relevant information and lead the applause as the speaker gets up.
• In consultation with the Table Topics Master, ensure every person present has the opportunity to speak.

LEXICOLOGIST ¿ 2 minutes

• Select a useful and interesting word.
• Present a speech outlining the meanings of the word and give example sentences using it.
• Prepare and display the word for all Toastmasters to see during the meeting.

PREPARED SPEECHES ¿ time as stated in your manual.

• Be familiar with the Manual instructions and objectives.
• Select a topic that fits with the objectives.
• Ensure that the speech is well prepared. Your mentor can help with this.
• Rehearse the speech before the meeting to refine the delivery and ensure that it fits within the time allowed. Speeches normally are for between five to seven minutes although the advanced assignments can be longer.
• After the speech - ensure that the Vice President Education signs the back of the manual.

PREPARED SPEECH EVALUATOR ¿ 3 minutes

• An evaluator for each speaker completes an oral and written evaluation (in the manual),
• It is important that the evaluator is aware of the speech objectives and knows what the speaker hopes to achieve and improve on. The speaker should be contacted before the evening of the presentation to check whether there are any special issues to be looked for.
• Be positive and concise so the speaker can learn from the evaluation.
• Always give a recommendation - even to experienced speakers.
• The evaluation is also a speech and should be delivered to all members present.
• Complete the written evaluation in the manual.
• Contact the speaker afterwards to expand on any points you may not have had time for in your oral presentation.

TABLE TOPICS MASTER ¿ 10-20 minutes

• Prepare and present brief topics, for members to use for a one-minute impromptu speech.
• Topics can be on any subject but should not be offensive.
• The theme of the topics should compliment any theme the Toastmaster has chosen for the evening. The Table Topics Master should check with the Toastmaster before selecting the topics.
• Members are drawn at random. All Toastmasters without a duty on the evening's agenda, must be given the opportunity to speak on a topic.
• Guests should be asked to speak. They should be given the opportunity to take a topic or to simply introduce themselves.

TABLE TOPICS EVALUATOR ¿ 3 minutes

• There are two table topics evaluators who should sit together and each should evaluate alternate speakers.
• Use the CRC method. It is essential that the evaluators do have a recommendation for improvement so that the speakers can learn from the evaluation.
• Presentations are usually done jointly.
• Choose the person to be awarded the Table Topics Award for the meeting and inform the General Evaluator.

CLUB OFFICERS REPORTS ¿ 5 minutes

GENERAL BUSINESS ¿ 3 minutes

GENERAL EVALUATOR ¿ 10 minutes

• Comment on the general atmosphere and matters of interest about the meeting as a whole.
• Evaluate the Lexicologist, Table Topics Master, Table Topics Evaluators and Speech Evaluators. Experienced General Evaluators should also briefly evaluate the Toastmaster Evaluator the Grammarian and the Timekeeper.
• Decide on the Best Speaker and Best Evaluator and contact the Table Topics Evaluators for the Best Table Topic.
• Present the Awards.

TOASTMASTER EVALUATOR ¿ 3 minutes

• Check with the Toastmaster before the evening to find out whether there are any special issues you should watch for.
• Present an oral evaluation, following the CRC method. It is essential that the commendations and recommendations are positive and concise, so the Toastmaster and other members present can learn from them.

GRAMMARIAN ¿ 2 minutes

• Comments on the use of grammar.
• Makes comments on the use of slang and language not appropriate for public speaking.
• Notes use of the Lexicologist's word of the day during the meeting.
• Keeps a tally of the use of ums, ahs and other speech fillers.
• Commends on word usage and sentence structure.

TIMEKEEPER ¿ 2 minutes

• Use the timing lights for prepared speeches only. For example a five to seven minute speech has a green light at five minutes, an amber light at six minutes and a red light at seven minutes. Check with the speaker before the meeting to ensure that the light sequence is correct.
• All evaluators, lexicologist and table topics speakers should be buzzed when their allotted time has been used.
• Table topics evaluators should be timed separately - even when they jointly present their evaluations.

• Sets goals and strategies for club success.
• Guides club officers and ensures they carry out their roles.
• Opens and closes club meetings.
• Presents awards, certificates etc to recognise success.
• Represents the club at Area and District level.
• Chairs Committee meetings.

• Prepares an annual programme of activity.
• Prepares a six weekly schedule for club nights.
• Records member achievements and statistics.

(#5 speech; CTM; ATM; outstanding Toastmaster, etc).

• Arranges judges for competitions
• Deputises for President at club level
• Administers speech contests
• Encourages Speechcraft, Success/Leadership and Youthcraft programmes conducted inside or outside the club
• Participates in Committee meetings

• Enrols new members and maintains membership lists
• Follows up visitors and members (include register of attendance, new members, resigned members etc.)
• Conducts Membership building programme
• Prepares Semi-annual membership report
• Maintains progress and activity wall charts
• Assigns mentors
• Participates in Committee meetings

• Plans a public relations Programme.
• Prepares publicity material.
• Coordinates public relations with other Toastmaster Clubs.
• Participates in Committee meetings.

• Arranges room and equipment for each meeting
• Greets visitors and ensures a club member takes responsibility
• Maintains and stores equipment and club materials
• Ensures timekeeper sheet is properly recorded and filed
• Liaises with venue owner
• Participates in Committee meetings.

• Maintains club records
• Arranges committee meetings including preparation of a schedule of meeting dates, arranging the agenda, reminding participants of meeting, collecting and circulating reports, briefing the President on agenda issues and preparing minutes of meetings.
• Actions correspondence
• Assists with semi-annual reports
• Clears PO Box and distributes mail
• Participates in Committee meetings.

• Collects membership dues
• Pays all accounts
• Prepares annual budget
• Actions semi annuals
• Maintains records of all financial transactions
• Reports at club, committee and AGM levels on financial performance

• Organises and chairs the AGM.
• Helps with the Distinguished Club Programme.
• Serves as a resource to Club officers and members.
• Attends and participates in Executive Committee meetings.

• Present a factual speech on a Toastmaster subject, so that all Toastmasters will gain knowledge.
• In-house training for Toastmasters. This training may be provided by fellow Toastmasters (including those from other Clubs), or visiting speakers.
• Educationals generally takes the place of a prepared speech.

• You can choose a more experienced Toastmaster as a mentor on joining Eastside Toastmasters.
• Your mentor will be available for advice and information regarding your assigned duties during the meeting, and for help and encouragement when preparing your speech assignments.

Club Officers 2006/07