OFFICERS MEETING NOTES JUNE 6, 2025   

Meeting came to order at 9:15 am.

An quick impromptu officers meeting was called by President Bob Hess. Present were Bob, Stan, Don, Betty & Barbara.

It was proposed, voted and approved to reduce our local dues from $10 to $6 for every 6 months.  It was also discussed and approved to vote on the 2025/2026 officers on 6/20/25 and they will be inducted 6/27/25.  

The next officers meeting will be held on 6/27/25 immediately following our regular meeting and will include the newly elected board.

Respectfully submitted, Barbara Loomis, Secretary, Four Seasons Toastmasters Club

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OFFICERS MEETING NOTES NOV 22, 2024

Meeting came to order at 9:12 am                                                                                                                 Present  were Bob, Stan, Don, Joe, Betty & Barbara.

Bob reviewed old business which was our business card order. He considered and implemented input from our members and placed the order which should be received the first week in December.

Bob commented that todays meeting was a good meeting, we had good attendance and everyone had a chance to speak plus we even ended a few minutes early. All officers agreed the meeting went well. Our next Zoom meeting will be Dec 13^th (standard agenda) and then every other week for the standard agenda meetings.

Don Groff gave his treasurers report and stated all members are paid up and we have no outstanding bills. Our current balance is $644.46.

Barbara asked about the Google Sheet signup as it does not seem like all members understand they still must go into the website agenda and sign up for the job they commited to on the google sheet. Betty agreed and added that not everyone is able to sign up on the website. Betty added we should encourage members to add their pictures to their profiles. Don commented that last week Jeanne using the meeting to get signups worked well and that could be an avenue to pursue. Stan may do a mentoring moment on these points in the future.

Lastly, Bob spoke about receiving credit for Pathways speeches, especially for himself and Stan as they can only be approved by certain officers.

Meeting closed at 9:25 AM.  

Respectfully submitted, Barbara Loomis, Secretary, Four Seasons Toastmasters Club

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8-30-24 Officers Meeting: 

Meeting came to order at 9:15 am                                                                                                                  Present  were Bob, Stan, Don, Joe, Betty & Barbara.

Bob opened the meeting with our re-visit to the Zoom discussion. Bob looked into a new laptop that will be needed for the club to continue with Zoom He estimates that cost to be under $200. He confirmed with Don Groff that we have the funds in our budget for this purchase. Bob stated he would like our opinions so we can vote today and present to membership for their approval. Bob favors the idea of having Zoom as an option of convenience for our members and availability for our dedicated members that are not local (for example Alisa). Stan suggested the possibility of using zoom on a bi-weekly schedule. Don & Betty weighed in that we should probably be consistent with what we choose and go with it every week.

Joe was asked his opin ion as his position of Sgt at Arms would have him responsible for some of the setup, whichwas estimated to be about 15 - 20 mins. Bob agreed to help with setup of the Zoom moving forward. A vote was taken and unanimously approved to present to membership to move forward with the exception noted by Stan that we can still consider not using Zoom every week.

Next up, Bob requested that we purchase a new gavel as the current one does not belong to the club. The cost was estimated at $20 - $25 and Stan will work on that purchase.

Lastly, Barbara suggested the possibility of assigning or actively recruiting speakers for our weekly meetings since sometimes people have not signed up on the google sheets and the Toastmaster has to scramble to fill roles. Betty also suggested we receive some clarification on the google sign up sheet. Stan will provide a "mentoring moment" at a future meeting regarding the google sheets and next week he will work on recruiting members for roles at future meetings. 

The meeting was adjourned at this point at 9:35 am. Bob, Stan, Joe & Barbara then moved on to review the cartons of property than Stan had stored in his garage. 

Item list: Approximately 5 bins: Projector, TM sign for outside, TM banner, wood TM sign, asst books, bell for AH counter, name badges, folders (given to Betty), asst TM pamphlets, Anthony Robbins CD Set and misc assorted files/paperwork Materials were stored in the Trinity storage closet.

Next meeting will be Sept 27, 2024.                                                                                                          Respectfully submitted, Barbara Loomis, Secretary, Four Seasons Toastmasters Club

7-26-24 Officers Meeting:                                                                                           

Meeting came to order at 9:20 am                                                                                                                  Present  were Bob, Stan, Don, Joe & Barbara.

Bob opened the meeting with old business: Club meetings, Zoom use & Membership growth.                          Club Meetings: Bob discussed the traditional agenda vs the alternate agenda and asked for Stans input on how we arrived at the decision to alternate agenda's. Stan explained it provides the opportunity for more speaking when we use the alternate format. This discussion also brought up the role of Toastmaster and we discussed if  on the alternate agenda should the Toastmaster also serve as Table Topics Master or should it be his decision. It was decided the Toastmaster will have the choice of whether to do Table Topics or not.                           

Zoom: Zoom meetings were discussed, as was the clubs vote to alternate Zoom meetings every other week until 9/30/24. Bob suggested we consider purchasing our own equipment to facilitate the Zoom meetings. He estimated the cost at approximately $350 and he will research this and make a report back to the club in late August or early Sept .The club can decide at that time about continuing past Sept with Zoom & the purchase of equipment.

Membership Growth: Bob emphasized we each need to step up our efforts to recruit members. Presently we do not have a VP of Public Relations person. Stan designed & manages our website and handles inquiries. Bob will be added as a contact and once Betty returns she will be asked if she wants to be added as well.

Club property was discussed as Stan has (4) large boxes stored in his garage that he inherited from Don Glovan.Don Groff will check with the staff at Trinity to see if we can store here. If so, they will be brought to Trinity, inventoried and stored withn the next two weeks.

Club goals were discussed next. Bob stated that our mentorship program is moving forward. He added that all officers should consider their future replacements and mentor them to give a better understanding of the position. Our Zoom license expires at the end of Sept and Bob is assuming responsibility for researching the renewal if needed and the cost. He will work on obtaining a discounted price and check with Toastmasters to see if they have a recommended package or any additional information. 

Meeting closed at 9:45 AM. Next meeting will be Aug 30, 2024. 

Respectfully submitted, Barbara Loomis, Secretary, Four Seasons Toastmasters Club

2-23-24  Meeting:  Present were Stan Coss, Bob Hess, Sally Jones, Jeanne Resen, and Donnie Groff.

Meeting called to order at 9:40 am.   The main purpose for the meeting was to discuss the pending move In location.  Our options are Trinity Church and First Methodist Church.  

Trinity offers. A large screen, ( this would require some training.), early access, would also require some signage and a Greeter.  We would also have to change meeting time to 8:00am because the room is needed at 9:00am for the church.

First Methodist offers a screen as well but we cannot access until 9AM.  

Discussion was held and a unanimous vote was for TrinityChurch and set the  meeting time back to 8:00am.  Donnie will get a key to Stan and they will meet with Dwight to check on storage.  We will change the meeting space on March 1, 2024.

Also addressed was the fact that we still do not have a VP of Membership or PR.  Stan has been filling in for these responsibilities.  The membership will be approached to fill these positions.

In addition it was decided  that the Sgt. Of Arms, when opening the meeting, should request that the membership to mute their cell phones and computers during the course of the meeting.

Stan passed out a copy of our current standing toward a Distinguished Club rating.  We have filled many of the requirements and could  become a President's Distinguished Club before June 30. 

There being no more business Stan closed the meeting. .

There is quite a gap from this board meeting to the earlier one!

Most business for changing the meeting time and conducting the TT contest was done by email.  The most pressing need Sally Jones dealt with by asking in a meeting for help for the tech with a new sergeant-at-arms after Stan Coss was clearly in a fumble.  Bob Hess immediately and graciously said he'd step up and he admirably did.  Sally also stepped up to induct new members in an induction ceremony. There were two Toastmasters of the Week, Violaine and Judy,  that joined Stan in trying to get members to sign up as members and for a new website agenda.

      Trying to tame the tech was the main order of business until we learned we'd need to change locations.  Jeanne did give an inspiring speech on 2-23 that Stan will act on in the new location involving a new agenda change  The same day, James Bender conferred in a breakfast meeting with Stan about how to make change happen.

9-29 Officer Meeting Minutes:   The meeting was called to order by President Stan Coss at 9:50 am.

Present were Stan Coss, Sally Jones, Jeanne Resen, Donnie Groff and Don Glovan.

Stan informed the officers that Don Glovan will be giving up his position as Sgt. Of Arms at the end of October due to increased family responsibilities.  A possible replacement may be Hunter Jones.  We will also be looking for other back-ups with electronic and computer expertise.

Stan mentioned an important element of Jeanne’s speech was recognition.  The officers explored several options for recognizing personal growth or outstanding performance by our members.  One option seriously considered was a presentation of a certificate, which would be printed by computer and filled in by hand in the moment of voting.  Also discussed was who would be doing the voting and how frequently this would take place. No conclusions were made.  The subject is under discussion.

Stan requested that an officer tackle the Toastmaster role with the new format.  Jeanne offered to do it on Oct. 13, 2023

It was decided that Jeanne will meet with Stan during this week to learn how to use the new website to publish the notes.  

Stan also clarified that “Storify” allows the member to know what their subject will be and when that assignment will take place.  This is different from Table Topics which is totally spontaneous and no notice is given.

Stan offered to serve as Tostmaster on Oct. 27, 2023.

Jeanne suggested that a code of some kind  be used to inform members as well as the VP of Education, Sally, whether the new format or the standard format will be used by a given Toastmaster.

All new business having been handled, Stan closed the meeting.

Respectfully submitted.   Jeanne Resen, Sec.

9-20 email   Toastmaster Officers!  I'd like to have our next officer meeting  on Sept. 29th, directly after our TM meeting.  We didn't meet in person as officers all August.  We just had that email you voted on mainly for our club meeting time.  For this upcoming club meeting of the 22nd, there are two big issues I'll want a discussion of in our officer meeting on the 29th, and the first one I submit to you now for a vote by email reply ASAP.

FSTM Proposals Needing Your Approval, 8-20

  Officers!  This will be a bit long, but reading it will take a shorter time than an officer meeting, and this needs your approval before Friday on four proposals.  If approved by all of you by reply email, I’ll inform the full membership in an email later this week and remind them in person on Friday.

1)  The meeting time change to be enacted Sept. 1: starting at 8:30 and ending at 9:30.
I talked for a while with Jennifer after the Friday meeting.  (The drama of the pre-meeting time is well covered in Jeanne's blog)  Jennifer was very gracious.  I said we did not want her to have to come 45 minutes early just to let us in.  She said having an unlocked door overnight is no longer an option. She confirmed with the director that we could start preparations at 8:00 and begin the meeting at 8:30 to end at 9:30 and clear the room before 10:00.  The Foundation is open to the public only at 9:00.
        I consulted with five members that I figured might be most impacted by this change:  1) Hunter Jones said the time change he’d prefer; 2) Bob Hess from Traveler’s Rest said he’d make it work; 3) Betty McCallister said occasionally she may have to leave early but this would not be a problem; 4) Alisa Clickenger said there was no problem, but she had just booked a Oct.4– Nov. 28 trip across the Atlantic; 5) Wendy Steinbacher said that even though she’d renewed through March 2024, she decided not to retire and would be especially busy with work through October and would mark herself absent until November when she’d reassess her time for participation.
         Yes, we’ve always been at 8 AM.  We changed from Wednesdays to Fridays in our move from Lake Pointe to Pardee Hospital but kept the 8 AM.  Why this change is necessary comes from the top, from Office Manager Jennifer and Director Amy.  That they are willing to share such a space remains, in my eyes, a major blessing. The Foundation is wanting this change, yes, but it could still work to our advantage.
                 
2) Use only the bathroom adjacent to the conference room, the one closest to the front entrance off Fleming Street with the colorful bear in the window.  Do not try using other restrooms down the hallway or venture into these other offices.  I hope in this next year we can promote ourselves in a way that benefits Pardee employees interested in improving their public speaking skills, too.  I am grateful to Jennifer and Amy for sharing the space; we don't need free rein throughout the office building.

3) Any audio-visual aids must be provided to Sergeant-at-Arms Don Glovan by at least 9 AM Thursday morning,  that's including Powerpoints, virtual backgrounds, recordings, etc.,  a full day before we meet.  We appreciate all that Don Glovan does with equipment to enhance our club meetings and don’t wish to apply any extra pressure on being ready for our meeting.

4) We need to solicit volunteers to assist Don in his meeting setup and meeting closing.  Sally and Jim Jones have so far contributed their time for this table moving, etc., and will be absent Sept. 1.  We need to implement a sign-up sheet or some means to see that these physical chores are covered by more people.

Proposals 1-3 are non-negotiable as far as I’m concerned.  I still need your email “vote” on these and am still open to your other feedback.  If you have particular ideas on Proposal 4, I’d welcome your input.
    Any other ideas are welcome.  We should need a second in-person meeting sometime in September.  
Don Glovan, welcome back!
Sally Jones, I’ve attached a screenshot of the DCR we’d discussed.  We are needing just 16 members for next June but have other goals to meet to become distinguished once again.
Jeanne Resen, thanks for a fantastic blog reporting, as always.  And know that on those meetings you are gone or others when you want a well-deserved break, that an updated agenda is perfectly fine; that is what most club secretaries do.
Don Groff, that scheme of TMI to take early payments at the old rate did wonders for prepayment of dues.  You’ve probably seen that only these members need contacting on $60 TMI dues for October through March ( Alisa, Brad, Hunter, Jeanne, Dick, and Ron ) but most others will need to pay in the extra $15 for local dues.  Please check to see that the First Citizen’s debit card will not expire before the autopayment for the domain name comes due in October.
Cheers, Stan

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