Treasurer. Club Officer Training

Transcription

1 Treasurer Club Officer Training

2 Agenda Treasurer Role Treasurer Responsibilities Treasurer Resources

3 Session Objectives Identify your role Fulfill your responsibilities Find resources that help you

4 Treasurer Role

5 Treasurer Responsibilities The Club Meeting Outside the Club Meeting The Executive Committee

6 The Club Meeting Before Club Meetings During Club Meetings

7 Before Club Meetings Prepare a financial report.

8 During Club Meetings Collect membership dues. Report on club finances.

9 Outside the Club Meeting Prepare a budget. Provide bank with a bank signatory card. Collect and pay dues. Submit new member applications. Issue checks for club expenses. Keep financial records.

10 Outside the Club Meeting Present financial reports. Submit club accounts for audit. Attend executive committee meetings. Reconcile deposits, expenditures and cash on hand.

11 Outside the Club Meeting Ensure club meets government tax regulations. Receive financial correspondence. Prepare for audit committee.

12 The Executive Committee Prepare a budget. Present financial reports. Submit club accounts for audit. Work with executive committee on Club Success Plan.

13 How to Fulfill the Treasurer Responsibilities How When Who What

14 Treasurer Responsibility Action Plan How will you fulfill this responsibility? When will each action be completed? Who is available to help you? What materials and resources can you use?

15 Treasurer Resources

16 Getting Started Attend district-sponsored club-officer training program. Read materials. Meet with outgoing executive committee. Meet with outgoing treasurer. Meet with current executive committee. Review Policies and Protocol. Prepare a budget.

17 Getting Started Review records, financial reports and audit committee s report. Provide bank with a signatory card. Create a record-keeping system, if needed.

18 Additional Resources

19 This concludes the session. Club Officer Training

20 Creating a Quality Club Club Officer Training

21 Agenda Member Experience Club Foundation Teamwork

22 Session Objectives Identify the elements that satisfy club members. Correlate Moments of Truth and the Distinguished Club Program. Apply Moments of Truth Identify your leadership role

23 Member Experience

24 Club Quality The Club Moments of Truth Values Club Mission E x p e r i e n t i a l L e a r n i n g S e l f - p a c e d p r o g r a m P e e r f e e d b a c k M e n t o r i n g

25 Toastmasters Club Mission We provide a supportive and positive learning experience in which members are empowered to develop communication and leadership skills, resulting in greater self-confidence and personal growth.

26 Toastmasters Values Integrity Respect Service Excellence

27 The Toastmasters Brand

28 Brand Positioning I wasn t born a leader. They were all around me though. In the community, at work, at school. Leaders were everywhere. They were the heads of families, coaches of teams, business leaders, mentors, organizational decision-makers. I admired these leaders. They influenced who I was and who I was becoming. Whatever they did professionally or how they became what they were, I aspired to walk in their footsteps. And, so, I committed myself to becoming one. Finally, it came to me. It wasn t just what leaders knew that enabled them to lead. They had a voice. They could tell their story. They could listen and answer. They didn t just accomplish, they communicated. So I set out to find my voice. Learn to process information on my toes. I needed to learn to listen. Learn to give feedback and accept it. I needed to organize, plan, deliver, follow up. I needed a place where all the ingredients were there, and someone would guide me along the way. I found that place. I found a community of learners and the path to leadership. I am a leader and I was made.

29 Brand Personality Leader Dedicated Helpful Empowering

30 Moments of Truth First Impressions Membership Orientation Fellowship, Variety and Communication Program Planning and Meeting Organization Membership Strength Achievement Recognition

31 Distinguished Club Program (DCP) Education Members, who have the opportunity to earn education awards, are reaching their goals Membership With enough members, everyone s experience is enhanced because leadership is provided and meeting and committee assignments are filled Training Trained club officers are better able to serve and support your club Administration Fulfilling administrative duties helps your club run more smoothly, which benefits members

32 DCP Education Goals Current Education Program Toastmasters Pathways Learning Experience Two CCs Two more CCs One ACB, ACS or ACG One more ACB, ACS or ACG One CL, ALB, ALS or DTM One more CL, ALB, ALS or DTM Four members complete Level 1 Two members complete Level 2 Two more members complete Level 2 Two members complete Level 3 One member completes Level 4 One member completes Level 5

33 Remaining DCP Goals Membership Training Administration Four new members Four more new members A minimum of four club officers trained during each of two training periods On-time payment of membership dues accompanied by the names of eight members (at least three of whom must be renewing members) for one period and on-time submission of one club officer list

34 Distinguished Club Program (DCP) Education Members, who have the opportunity to earn education awards, are reaching their goals Membership With enough members, everyone s experience is enhanced because leadership is provided and meeting and committee assignments are filled Training Trained club officers are better able to serve and support your club Administration Fulfilling administrative duties helps your club run more smoothly, which benefits members

35 Teamwork

36 The Gestalt Approach to Teamwork The whole is greater than the sum of its parts. Know your role. Know the roles of your teammates. Communicate your areas of strength. Take a proactive approach. Be willing to cover for another officer.

37 The Executive Committee President Vice president education (VPE) Vice president membership (VPM) Vice president public relations (VPPR) Secretary Treasurer Sergeant at arms (SAA)

38 The President Sets the tone for the club Provides helpful, supportive leadership Facilitates communication Knows membership levels and progress Serves as Base Camp Manager

39 The President Ensures executive officers are functioning well and the club focuses on Distinguished club status Guides the executive committee and club towards goals

40 President Transferable skills include: Experience in leadership Leading teams Meeting goals Motivating and coaching others

41 The VPE Encourages members to complete their communication and leadership goals Schedules member speeches and projects Serves as Base Camp Manager

42 The VPE Serves as a resource for questions about education awards, speech contests and mentors Is a source for Toastmasters knowledge and the education program

43 VPE Transferable skills include: Motivating others Setting and achieving goals Organization and leadership

44 The VPM Promotes the club and manages the process of bringing in guests and transforming them into members Initiates contact with guests, makes them feel welcome and provides information to join the club

45 The VPM Works with the VPPR and the treasurer

46 VPM Transferable skills include Sales skills Improved communication skills Confidence to meet new people

47 The VPPR Promotes the club to the community through activities that increase membership Publishes meeting times and locations

48 The VPPR Writes a newsletter Maintains social media sites such as Facebook, Twitter and MeetUp.

49 VPPR Transferable skills include Marketing experience Proficiency using social media websites and applications Sales Increased confidence to meet the public

50 The Secretary Manages accurate files, all club records and correspondence Takes the minutes at every meeting Archives historical records Records all member and guest attendance

51 The Secretary Distributes the club roster of current paid memberships Maintains a current club officer list Serves as Base Camp Manager

52 Secretary Transferable skills include Improved communication and listening skills Proficiency using software programs Accurate record keeping Time management Organization

53 The Treasurer Is the club s accountant Keeps financial records Manages the club s bank account Writes checks as approved by the executive committee

54 The Treasurer Collects and pays dues on time to World Headquarters Works with the executive committee to create the budget

55 Treasurer Transferable skills include: Receiving and managing money Budgeting Keeping accurate records Disbursing funds.

56 The SAA Is responsible for the club s physical property Arrives early Sets up the meeting location Removes club property after the meeting

57 The SAA Creates a good first impression Sets the tone for the entire meeting.

58 SAA Transferable skills include: The ability to hold an effective meeting Preparation Organization

59 Executive Committee Duties Create a club budget Develop a Club Success Plan (Item 1111) Strategize for success in the Distinguished Club Program Create and oversee other club committees as necessary

60 This concludes Creating a Quality Club. Club Officer Training

61 Leading the Club to Success Club Officer Training

62 Agenda Leadership Club Success Plan

63 Session Objectives Identify five principles of motivation Apply Toastmasters Hierarchy of List five steps of delegation Name four steps of successful coaching

64 Session Objectives Create SMART goals Develop a Club Success Plan

65 Leadership

66 Leadership Benefits Practical experience in a safe environment Leadership skill development Personal and professional opportunities Building the club s legacy

67 Tools of Successful Leaders Motivating team members Delegating tasks Coaching team members Setting realistic and attainable goals

68 The Five Principles of Motivation 1. Understand what motivates each person. 2. Focus on the benefit to the individual. 3. Make expectations clear. 4. Recognize members. 5. Be a leader.

69 The Toastmaster s Hierarchy of Needs Selfactualization The need to realize your potential (e.g., the realization that you can/will or already have overcome your fear) Esteem The need to be acknowledged (e.g., recognized for a fantastic speech) Social The need relating to other people (e.g., friendly, welcoming fellow members) Safety Basic The need to be safe and secure (e.g., a safe, supportive club environment) The most basic needs vital to survival (e.g., overcoming the fear of public speaking) Adapted from A Theory of Human Motivation by Abraham Maslow

70 The Five Steps of Delegation 1. Decide what to delegate. 2. Decide who will do the task. 3. Assign responsibility. 4. Grant authority. 5. Establish accountability.

71 The Four Steps to Successful Coaching 1. Identify and define goals. 2. Define strategies to reach goals. 3. Establish a timeline and milestones to measure progress. 4. Follow up on goals.

72 Coaching Role-play Louis has been a sergeant at arms for three weeks. He is learning the role on his own. His responsibilities are greater than he anticipated. Meetings are starting late because it s taking longer to set up the room. Louis has come to you for help. Roles Louis Your club officer role Facilitator

73 Set SMART Goals Specific Measurable Attainable Realistic Timely

74 Set SMART Goals Specific Who? What? When? Where? Why? Which?

75 Set SMART Goals Measurable How many? How much? How will we know when it s accomplished?

76 Set SMART Goals Attainable Right attitude Necessary skills and abilities Necessary financial resources Necessary time

77 Set SMART Goals Realistic How willing are we? How able are we? What are our current conditions? What similar things have been accomplished?

78 Set SMART Goals Timely What is the deadline? When must each step be accomplished?

79 Set SMART Goals Specific Measurable Attainable Realistic Timely

80 Club Success Plan

81 SWOT Analysis Strengths Opportunities Weaknesses Threats

82 Sample SWOT Analysis Strengths Well-developed Club Success Plan and budget Club officers who have properly set expectations about duties Weaknesses No presence on social networks Club website has not been updated recently CL manual not being used Opportunities Speech contests Membershipbuilding contests Speechcraft (Item 204) The Successful Club Series (Item 289) Threats Low attendance Members not properly prepared for speeches Dues not paid Members not engaged during meetings

83 Action Plan What actions need to be taken? What resources are available? Who is responsible? When must the action be completed?

84 This concludes Leading the Club to Success. Club Officer Training