Invocation and Pledge

The meeting role of Invocation and Pledge.

With an invocation, be sensitive to the fact that in a club, members come from diverse religious, social and cultural backgrounds. Your role is to invoke, to bring into play, to start the meeting and bring everyone's attention to focus. Sharing a few inspiring, uplifting words or a quote relating to the meeting's theme is appropriate. Appreciation relating to the club mission or the critical success factors (e.g., “We are thankful for the opportunity today to improve our listening, thinking, speaking and leadership skills”) is always a good subject. The invocation is approximately 1 minute.

To lead the pledge of allegiance, start by saying, “Please stand and face the flag.” This gives everyone a moment to get ready. The 'Pledge of Allegiance to the Flag' reads as follows "I pledge allegiance to the flag of the United States of America, and to the Republic for which it stands: one Nation under God, indivisible, With Liberty and Justice for all." (If you are uncomfortable with any of the pledge, simply remain silent. Once you begin with “I pledge . . .” the group will continue.) When you finish ask everyone to "Please be seated."

Transfer control of the meeting to the President (or most senior officer present). Bring them to the lectern with their introduction or simply introduce them with, “Toastmaster _____________ (first and last name)."

Club Sergeant At Arms' Duties

Arrive early for each meeting and set up the room placement with the following:

• Flag, Banner, Timing Lights and Stop Watch
• Lectern and Gavel, Ballots, Ribbons and/or Awards
• Speaker and Functionary Name Cards, and any other items required by Club for meetings
• Begin meeting on time by giving a single rap of the gavel
• Briefly and energetically introduce the member giving the Invocation and Pledge

Inform Treasurer of materials needed by the Club to support orderly flow of the meeting
Attend all officer meetings and training programs
Prepare successor for office

Club Vice President of Education Duties

1. Plan weekly meeting role schedule, include slots for Ice Breakers, new member inductions, business meetings, and contests
2. Publish meeting role schedule for members to plan participation - Schedule roles from three weeks to three months in advance - Follow-up with members to ensure they are achieving their goals
3. Assign a mentor to each new member
4. Sign speaker’s communication and leadership manuals as they accomplish projects
5. Order all necessary educational materials and plan club contests. Order contest trophies in conjunction with District guidelines
6. Chart members’ progress to track the Club’s progress in the Distinguished Club program
7. Maintain club copies of the Better Speaker Series and the Successful Club Series, plan to have six speeches from each of these programs every year
8. Stand in for club President in case of absence
9. Attend all officer meetings and training programs
10. Prepare successor for office

The 'Backward Meeting' Format

A 'Backward Meeting' is a great way for Toastmasters members to build skills. Both challenging and entertaining this unusual theme meeting achieves several goals. Listening, thinking and speaking skills are all engaged. With a little advanced planning the meeting will run smoothly and be very entertaining. The backwards meeting room set-up is the same as a regular meeting. The meeting simply runs in reverse:

1. Adjournment & Awards: the president starts by adjourning the meeting, asking for guest comments, any special announcements, awarding of ribbons, and followed by reviewing next week's roles
2. Evaluation Segment: the general evaluator gives an overall evaluation of the meeting, the functionaries give reports, evaluators give evaluations of manual speeches (speech title will be written in the evaluators guide) based on project objectives, the general evaluator explains the purpose of evaluations, and finally the introduction of general evaluator
3. Table Topic Segment: selected members will deliver oral responses, table topic master will then give the topic or question, concluding with explaining the purpose of table topics, and the table topic master's introduction
4. Speech Segment: Speeches are given from manuals (speech title written in the evaluation page for the evaluators)
5. Functionaries: give the explanation of his or her meeting role
6. Educational Focus: a point from the Communication or Leadership manuals or Successful Club Series or Better Speaker Series is expounded
7. Meeting: toastmaster expands the meeting theme, followed by toastmaster being introduced
8. Business Segment: president has guests introduce themselves, club business items are processed
9. Pledge-Invocation: in reverse order as the summary of the meeting
10. Call to Order: sergeant-at-arms calls the meeting to order and the meeting ends

Please Note: Every club meeting is a show. As a team, be prepared to think on your feet, keep a positive attitude and modify your roles were appropriate. Let's have fun and revisit the Backward Meeting regularly!

The Clubs' Seven Officers' Roles

Serving as a club officer builds communication and leadership skills. There are seven officer roles in a Toastmasters club. The responsibilities of the roles, how they work together and with the members is organized based on Parliamentary procedure and Roberts' Rules of Order.
The President serves as the club's chief executive officer, responsible for general operation of the club. Presides at club meetings and directs educational growth and leadership needs of the members. In cooperation with the executive team, establishes plans for club health and growth.
The Vice President Education plans club meetings so that members achieve their personal goals. Schedules speeches, signs manuals, updates progress charts, reports to Toastmasters International, and coordinates recognition.
The Vice President Membership implements a continuous marketing effort to ensure the club maintains or exceeds a charter membership level of 20. Works to promote club membership and membership retention.
The Vice President Public Relations implements a program to maintain a positive image of Toastmasters and the club. Promotes the club in the media, produces a club newsletter and promotes membership programs.
The Secretary is responsible for all club records and correspondence. Custodian of the Club Constitution and Bylaws and all other official club documents.
The Treasurer is responsible for management of the clubs' finances. Collects and sends dues to World Headquarters on time. Pays obligations, and develops and recommends a budget to the executive committee.
The Sergeant at Arms sets up the room for the club meetings. Ensures equipment and supplies for the meeting are in good standing. Coordinates special equipment set-ups. Greets members and guests at meetings.
The Immediate Past President provides guidance and serves as a resource to officers and members. Chairs the nominating committee and promotes the club's efforts to become a distinguished club.
Toastmasters provides manuals and training for all of these executive committee officers' roles. Serving as a club officer also fulfills a requirement for the Advanced Leader Bronze award.

Club Leadership - Our 7 Officers' Roles

President - The President serves as the club’s chief executive officer, responsible for general supervision and operation of the club. Leads and monitors the President’s Distinguish Club award goals. Pays attention to events and deadlines and informs the members.

Vice President Education - The VP Education is responsible for planning successful club meetings so that each member has the opportunity to achieve his or her educational goals. Creates themes for the meetings, maintains the role spreadsheets. Provides current role schedule agenda for members to plan weekly meeting contributions.

Vice President Membership - The VP Membership conducts ongoing membership building programs and efforts, greets and follows up with guests, and reports on current membership. Creates and maintains guest and member information packs.

Vice President Public Relations - The VP Public Relations promotes the club to local media and produces and distributes a club newsletter quarterly. May also acts as club historian keeping records of award winners, photographs and events.

Secretary - The Secretary handles general club correspondence, and records and distributes the minutes of all club weekly and officer business meetings.

Treasurer - The Treasurer handles the club budget and banking concerns, collects and submits membership dues, and keeps records of all financial transactions.

Sergeant at Arms - The Sergeant at Arms maintains club equipment, ensures adequate meeting supplies are available, arranges the meeting room prior to meetings, and calls the meetings to order.

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Club Web Master Duties

1. Develop ‘look and feel’ of web site
2. Develop new materials and submit to President for approval prior to posting
3. Budget for site maintenance and advise President and Treasurer of needs
4. Obtain schedule information from VP Education
5. Obtain Newsletter content from Newsletter Editor
6. Follow International guidelines for Internet sites contained in the Information for members
7. Following is a list of some of the information that may be included on web sites: Club name, number, meeting place and time, Special events planned, News about members progress in communication and leadership, Names and email for Club Officers (with their permission), Meeting Schedule information from VP Education, Typical meeting information, Copies of Newsletters, and Manual Contents
8. District 84 web site contains information that can assist in establishing a Club web site www.toastmastersd84.org
9. Attend all officer meetings and training programs
10. Prepare successor for office

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Club Newsletter Editor Duties

1. Publish and distribute Newsletter on a regular basis
2. Obtain Club President’s approval of content prior to publication
3. Content varies by Club but will normally include: President’s letter, One article of general interest, Information on new members, Announcements and upcoming events, Progression of members (CC, CL, ACB, ALB, etc.), Winners of weekly awards, Profile of a member or other items
4. Contact VP Membership for updated Club roster
5. Work with VP Public Relations to assist in using Newsletter as a marketing tool
6. Provide Newsletter content to Web Master in format usable on the Club web site
7. Submit bills for printing and postage to Club Treasurer for reimbursement
8. Attend all officer meetings and training programs
9. Prepare successor for officer. Provide both hard copies of past newsletters and software files when possible

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Club President Duties

1. With Treasurer go to bank and update club account signature cards. Arrange to have club financial records audited.
2. Ensure updated officers list is sent to International immediately after each election and a copy of club officer contact information gets to your District officers.
3. Preside over all club meetings and introduce guests, make announcements, conduct monthly business meetings and present awards - VP Education fills in for the President when necessary.
4. Hold regular executive board meetings with the club Secretary maintaining a record of the meetings.
5. Track club’s progress towards Distinguished Club status on a monthly basis and copy the Area Governor.
6. Ensure all club officers are executing their duties and have the information and tools to do so.
   
7. Conduct semi-annual officer elections - Appoint nominating committee with the Immediate Past President as chair at least one month before elections.
8. Approve content of the web site and the club newsletter before published - Encourage members to support both the web master and the newsletter editor.
9. Give ‘Appreciation and Regrets’ speech when next President takes office.
10. Attend all officer meetings and training programs. Prepare successor for office.
11. Ensure club representation at both spring and fall District conferences.
12. Promote synergy between local clubs.

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Club VP Membership Duties

1. Maintain current list of all members and publish member contact information on a regular basis to all members and to District officer
2. Follow-up with members who miss several meetings to find out what can be done to get them active again - Address any problems before the member drops
3. Meet all guests at the meeting and ensure they have an application and a phone number if they have any questions
4. Follow-up with all visitors both by email and a phone call
5. Bring extra copies of blank applications, extra rosters of the members and copies of the Ice Breaker speech from the basic manual to help new members get started immediately
6. Ensure all membership applications are complete and have the correct amount of money attached - Have the Treasurer send the application and funds immediately to International
7. Give copies of all applications to the President, VP of Education, Secretary and the Newsletter Editor
8. Introduce new members to VP Education to obtain a speaking slot and a mentor
9. Induct new members each month and give each one a Toastmasters lapel pin
10. Attend all officer meetings and training programs
11. Prepare successor for office

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Club Treasurer Duties

1. Go to the bank with the Club President to sign account signature cards
2. Maintain Club books and prepare a financial report for the Club Board for each business meeting
3. Project needed spending and advise board of recommendations for changes to Club dues as appropriate
4. Prepare and email dues notices to each member. Send notices out six weeks before dues are required at International
5. Ensure that International receives semi-annual dues payments by October 1 and April 1 - Use club debit card on-line, registered return receipt mail, or a commercial carrier to send in semi-annuals
6. Prepare books for audit at the end of your term
7. Attend all officer meetings and training programs
8. Prepare your successor for office

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