Handbook for

Settlement on Sturgeon Toastmasters

(SOS) Club chartered May 1^st, 1978.

Club 1437, http://sostoastmasters.tripod.com

District 42 ( Alb./Sask. ) http://www.d42.org

Region 4 ( World ) http://www.toastmasters.org

Prepared by Cor de Boon CTM ( 1995)

Revised and Updated by Malcolm Connell DTM ( 2006 )

Table of Contents

Meeting Agenda for the Toastmaster to copy for the meeting………………………3

Orders of the Day……………………………………………………………………4

Ballot Forms………………………………………………………………………... 5

Chairman…Preparation…………………………………………………………….. 6

Checklist for Chairman during business meeting………………………………….. 7

Toastmaster …Preparation………………………………………………………….8

Table Topics Master…Preparation…………………………………………………9

Checklist for the Toastmaster during a meeting …………………………………...10

General Evaluator ..Preparation…………………………………………………….11

Checklist for the General Evaluator during a meeting……………………………...12

General Evaluator ‘Rate the Meeting’ Form………………………………………..13

Speech Evaluator functions…………………………………………………………14

Timer………………………………………………………………………………..15

Greeter……………………………………………………………………………....16

Word of the Day…………………………………………………………………….16

Grammarian…………………………………………………………………………16

Quizmaster…………………………………………………………………………..16

Ah Counter………………………………………………………………………….16

Proposing a Toast…………………………………………………………………...17

Educationals: Success/Leadership and Success/Communication Programs………..17

Educationals: Leadership Excellence Series………………………………………..17

Duties of Executive Members………………………………………………………18

New Member Package………………………………………………………………19

Educationals: Better Club and Better Speaker ……………………………………..19

Coach Mentor Checklist……………………………………………………………21

Parliamentary Procedure……………………………………………………………22

Chart of Business Meeting Motions………………………………………………..24

Area Governor Visits and Protocol…………………………………………………25

Introducing the Speaker…………………………………………………………….25

Toastmaster Recognition: Levels of Achievement………………………………...27

Competent Leader Award: Project Tasks………………………………………….28

New Member Manuals…………………………………………………………….29

Advanced Speech Manuals………………………………………………………..29

Club Member Fees………………………………………………………………...30

Checklist of Tasks and Deadlines for New Executive…………………………….31

Distinguished Club Program Goals………………………………………………..32

Settlement On Sturgeon Toastmasters 1437

Agenda

DATE

Theme:

7:30 Introduction and Welcome: Sergeant At Arms –

7:31 Request for Program Changes

7:32 Word of the Day Presented by –

7:33 Good News

7:34 Introduction of Chairman Chair –

7:35 Chairman’s opening remarks

7:36 Presentation of Last Week’s Winners

7:37 Toast Toast given by

7:38 Members Introductions

7:43 Business Meeting/educational Presenter:

8:04 Introduction of Toastmaster Toastmaster –

8:05 Toastmaster’s opening remarks

8:06 Introduction of Assistants Timer –

Ah Counter –

Grammarian –

Quizmaster –

8:09 Introduction of Topic Master Topic Master –

8:10 Table Topics

8:22 Return control to Toastmaster

8:24 Timer’s report on Table Topics

8:25 BREAK

8:35 Reconvening of meeting

8:36 Introduction of Speakers Speaker 1 –

Speaker 2 –

Speaker 3 _

9:06 Timer’s report on speeches

9:08 Quizmaster’s questions

9:09 Introduction of General Evaluator General Evaluator –

9:10 General Evaluator’s Opening Remarks

9:11 Speech Evaluations Evaluator 1 –

Evaluator 2 –

Evaluator 3-

9:17 Timer’s Report on Evaluations

9:18 Assistant’s Reports (Ah Counter, Grammarian, Word of the Day)

9:20 General Evaluators report

9:24 Return control to Chairman

9:25 Chairman’s Closing Remarks

9:26 Presentation of awards

9:27 Announcements

9:29 Comments from guests

9:30 Adjourn Meeting

Orders of the Day

One of the main items we learn at Toastmasters is how to keep meetings on time.

This is why we have an agenda on page 3 of this manual and try and follow it as

closely as possible.

The agenda is broken into smaller more manageable parts.

Time allotment:	Position	Duties:
7:30-7:35	Sergeant At Arms	Opening statements, request for program changes ( from toastmaster ) request for Word of the Day. Request for good news items. Introduce the chairman ( 5 minutes ).
7:35-7:43	Chairman	Presentation of last week’s trophy winners. Call for the toast. Ask the members and guests to introduce themselves and speak for 20 seconds on the theme for the day ( 8 minutes).
7:43-8:04	Chairman or educational presenter	Educational session or Business meeting. This session is a learning time where we practice parliamentary procedure or learn from one of our members who gives an educational (15-20 min.).
8.04	Chairman	Introduces the Toastmaster (1 minute).
8.05-8:10	Toastmaster	Opening remarks-Introduce assistants Introduction of Topics Master, ( 5 minutes ).
8:10-8:23	Topics master	Table Topics presentation- Return control to the Toastmaster, (10-13 minutes ).
8:23-8:25	Toastmaster	Request timer’s report on Table Topics and asks members to list best speaker on their table topic ballots, ( 2 minutes).
8:25-8:35		Break
8:35-9:08	Toastmaster	Calls meeting back to order. Introduces the prepared speakers Gets the timer’s report on speeches. Asks members to mark ballots for best speaker ( 33 min. ) .
9:09	Toastmaster	Introduces the General Evaluator ( 1 min. ).
9:10-9:24	General Evaluator	Opening remarks. Calls on speech evaluators in turn, asks for timer’s report on evaluations. Asks for assistants’ reports, gives a 3 minute assessment of the quality of the entire meeting and returns control to the chairman ( 14 minutes ).
9:25-9:30	Chairman	Closing remarks-Announcements- Review agenda for next meeting. Requests comments from guests. Adjourns meeting ( 5 minutes) .

Ballot Forms

At each meeting we receive ballot and brief evaluation forms as outlined on this page. With these forms we provide the different speakers feedback on how they did during their speeches.

We suggest that you use these as mini evaluations where you point out the positive and suggest an area where improvement could be achieved. Mark the name of the speaker and provide him or her with your name at the bottom of the form. You can hand these to the speaker at the end of the evening or drop them in the ballot collection container.

It is usually a good idea to include notes to the toastmaster of the evening, especially if the toastmaster is doing this job for the first few times.

The ballots at the bottom are for recording your vote for the best table topics speaker, best prepared speaker and best evaluator. Giving a second choice also is a good idea as it may help break a tie vote.

Toastmasters International

Ballots and Brief Evaluations

Write both strong points and suggestions for improvement. For more space use reverse side. Include speaker’s name in space provided.

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First Speaker

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Second Speaker

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Third Speaker

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Toastmaster of the Evening

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Ballot

Best Evaluator

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Ballot

Best Speaker

Second

Most Improved

Ballot

Best Table Topics Speaker

Other

Chairman

Before the meeting:

Prepare in advance of the meeting in an effort to be completely organized since your opening remarks and conduct set the stage for the rest of the meeting. Ensure that you have sufficient information to properly introduce the individuals contributing to your portion of the program. Offer the option to the people you will be introducing to provide their own introductions. If a business meeting is scheduled, check with the President about potential business and read up on parliamentary procedure.

Find out who the award winners were for the previous week. Awards that are presented are Best Evaluator, Best Table Topics and Best Speaker.

At the meeting:

Arrive at least 15 minutes early to check on any last minute details and to confirm with the Toastmaster the ‘orders of the day’ and the individuals responsible for the various positions you will call upon ( eg. The toaster ).

When you are introduced, go to the lectern and assume control of the meeting. Set the tone for the meeting during the first few minutes. Be positive and motivated and give a smooth and lively opening that fires up the audience and motivates them to participate. Let our guests know that we invite their participation as well.

Announce and pass out the awards to last week’s winners.

Call upon the individual responsible for the toast.

Introduce any special guests and District Officers who may be present. ( See Protocol page 23 ).

Pose your introductory question on the theme. Urge the members to stick to your time table during the introductions because 20 members will use up your 10 minutes if each one talks for 30 seconds.

Advise the Timer of the length of the educational or business meeting and when the timing lights should be lit ( eg. 15sec. green, 18 yellow, 20 red ). If this is the evening for a business meeting, assign a parliamentarian and let him/her know ahead of time. Either chair the business meeting or introduce the educational presenter. Once the educational session is completed, the member will return control of the meeting back to you. Thank the individual that conducted the previous session and then immediately introduce the Toastmaster.

The general evaluator will return control to you for the closing. Announce the winners of the evening’s program awards. Ask for any announcements, request guest comments, invite guests to join, and adjourn the meeting.

Refer to the chairman’s agenda on the next page.

PROCEDURE FOLLOWED BY CHAIRMAN AT REGULAR MEETINGS

TIME	AGENDA ACTIVITY	PARTICIPANT’S NAME
	OPENING AND INTRODUCTIONS
7:35	Opening remarks, announcements and awards
7:36	Call for Toast on the theme
7:37	Call for 20sec. intro. on theme
	BUSINESS MEETING
7:43	Open Business Meeting
	Appoint Parliamentarian
	Conduct quorum check
	Advise guests of voting rights
	Call on secretary to read minutes
	Call for errors or omissions to minutes
	If no objections, declare minutes adopted
7:45	Business arising from minutes
7:47	Call for Officer reports
	Treasurer
	VP Public Relations
	VP Membership
	VP Education
	President ( covers all leftover topics )
7:49	Reports of Committees
7:51	Call for any unfinished business or General Orders
7:53	Call for any New Business
7:58	Call for Business Meeting Educational ( time permitting )
8:04	Introduce Toastmaster
	TOASTMASTER AND GENERAL EVALUATOR SESSIONS
9:25	Take control from General Evaluator
	Present program awards and call for announcements
9:27	Review agenda for next meeting
9:29	Call for guests comments
9:30	Adjourn meeting

Toastmaster

Before the Meeting Night

Be sure to check the ‘orders for day’ on pages 4,5 for the timing of your portion of the meeting. You should make a copy of the agenda sheet and start filling it in with the names of all the participants. Be sure to recognize the standings of the different participants eg. CTM or ATM. Be sure the names are spelled correctly so that the agenda looks professional to guests and all members. Schedule your speakers in such an order that the speaker with the least experience speaks before the more experienced speakers.

As the Toastmaster, YOU are responsible for the entire program with the exception of the opening ceremonies, the business section, and the closing ceremonies.

Talk to the scheduled speakers as soon as possible to ensure they know they are scheduled as speakers.

At least 3 to 4 days before the meeting, contact each program participant. If any of the scheduled participants is unable to attend, they should have rescheduled someone else for their duties. If this is not done, the Toastmaster should reschedule someone for the vacant role.

Obtain sufficient information from each of your speakers ( speech subject, purpose, title, personal information ) to prepare an original, entertaining introduction of the speaker. Ask each speaker if any assistance is required from you in preparing for his/her presentation such as preparing the audience for role playing or setting up overhead equipment or flip charts. Be sure to factor in any speeches that are longer than the standard 5-7min. at the CTM basic level to see if they will fit into the time allowed. You may need to reduce the 10 minute break to 5 minutes. With CTM level speeches, sometimes a fourth speaker can be scheduled.

On the Meeting Night

When the chairman turns control over to you, acknowledge the introduction, welcome everyone and make a comment on the night’s theme. C