Thursday, March 11th, 2010

2010 Jan ExComm Meeting Minutes

TASC Toastmasters Meeting Minutes

Subject	January 2010 Monthly Executive Meeting	Date	January 11, 2010
Facilitator	Frank Dibartolomeo, Jr. DTM, President	Time	11:30am – 12:30pm
Location	15036 Conference Center Dr., Chantilly, VA 20151	Scribe	Bonnie Kean
Attendees	Phylisse King, Wendy Daunheimer, Steve Briese, Bonnie Kean
Not Attending	Joe Short, Lisa Beatty

List of Action Items
No.	Action Item(s)	Owner	Target Date-Status
1	Frank will find out information about the TASC Toastmasters Face book site.	Steve Briese	2/1/10 – Open, Frank transferred AI to Steve
2	Need to provide PMI information to Steve Briese.	Wendy Daunheimer	12/16/09 – Open
3	Provide Steve the pdf version of the PR manual.	Wendy Daunheimer	12/16/09 – Open
4	Purchase the stamp for the club. TASC Toastmasters Join Us on Wednesdays, 11:30am -12:30pm 15036 Conference Center Drive, Room W1213 Chantilly, VA 20151 www.tasctoastmasters.org	Lisa Beatty	12/16/09 – Closed, Stamp has been purchased but Phyllise needs the receipt
5	Send the questionnaire out to the members via email and also hand out copies at the next meeting.	Lisa Beatty	12/23/09 – Open, Lisa will continue to bring hard copies to the meetings so members can fill out the questionnaire.
6	Name tags (plastic type and adhesive type)	Lisa Beatty	12/23/09 – Open, Lisa will purchase the materials to make name tags for the members and guest.
7	Former members spreadsheet	Wendy Daunheimer	12/23/09 – Open, Wendy will send the spreadsheet that lists the “former” members of the club to Lisa to maintain.
8	Frank will follow up with Wendy on rescheduling the next Exec Comm meeting	Frank DiBartolomeo	1/15/10 – Closed, Officers decided to hold virtual meeting next month
9	Frank and Wendy will get together to look at mentoring	Frank DiBartolomeo and Wendy Daunheimer	1/25/10 – Open
10	Steve fill report on getting TM discussed at targeted groups (PM COP, CONNECT1NG, etc)	Steve Briese	2/1/10 – Open
11	Open House in early March	Steve Briese and Joe Short	3/5/10 – Open, Steve and Joe will work on organizing open house
12	Dues notices	Phyllise King	3/1/10 – Open, Phyllise needs to distribute
13	Guest/New member packets	Bonnie Kean and Joe Short	2/1/10 – Open, Bonnie will report on what should go in packets

Key Points Discussed
No.	Topics	Detail
Meeting Minutes – January 11, 2010 Executive Committee Meeting
1	Officer Training	Frank said the best officer training is offered at Fairfax County building on Jan 23. It’s best because it offers specific officer training (i.e., classes on being Sgt-At-Arms, etc). Training starts at 9 am with registration at 8. Frank will send out training links to club. To get credit, it’s important to fill out CLUB NAME when registering.
2	Next Exec Comm Meeting	May need to reschedule since Wendy will be out of town.
3	Review of Action Items	Have updated List of Action Items above.
4	Distinguished club status	Total of 9 points once all tasks completed- Wendy will get one with her AC, club officer training will add points, Frank will get one will when he gets his CL. Club calendar is July 1 to June 30.
5	Mentoring	Frank and Wendy will get together to discuss this (see Action Item list).
6	Wendy leadership series seminar	Frank will give seminar and Wendy will add him to schedule and pick whatever topic (see Action Item list).
7	Ideas to Publicize club	Frank wants to give Steve the facebook task (see Action Item list). Idea- use the NG PM COP and send link (issue is that TASC is no longer NG). TASC may have its own COP but unsure. Idea- look at getting TM to targeted groups like CONNECT1NG. Idea- Start sending out announcements for things like open houses, training, area meetings, etc. Idea- Look at online venues such as meetup.com
8	Signing up people for 2 periods	Give option but encourage, especially only a few months left on first period. Gives base and good numbers for June 30.
9	New member	Hossain signed up.
10	Treasurer Misc.	$38 worth of deposit slips purchased (are there cheaper options?). Phylisse needs receipt for stamp from Lisa (see Action item list).
11	Open House	Steve to coordinate with Joe to work on open house in early March at the latest.
12	April semi-annual dues	Need maximum number of members. Senior members will get list of people together that haven’t been coming to meetings and talk to them. Need to get out the dues notice by the first of March.
13	Guest and new member packets	Bonnie will talk to Joe by next meeting regarding what goes into packets (bring couple of samples). Bonnie will go to TM to get some freebees and compile proposed list of items to buy.
14	New member applications	Need reoccurring speech at TM meetings on how to fill out new member application.
15	TM website	Wendy showed everyone how to update website and made all the officers administrators.
16	Recap of main issues	1. Open House/new members 2. Progress on 9 goals for distinguished club status 3. Membership drives

See Agenda on next page.

TASC Toastmasters – Executive Committee Meeting

January 11, 2010

Agenda

President – Frank
- Club Officer Training (Jan/Feb) – stay tuned for dates/locations
- Action Item Review
- Next Exec Comm Meeting – Mon, 1 Feb 10, 11:30 – 12:30, Independence Ctr, Room W1213

Vice-President Education – Wendy
- Distinguished Club Plan status – discussion of specific members getting specific achievements
- Mentoring Program status
- Officer roles on website?
- Jan 10 Area Advanced Speeches Meeting
- Successful Club, Better Speaker, and Leadership Series Seminars to be held
- Other items

Vice-President Membership – Joe
- Membership Prospect Tracking Sheet review
- Speech about filling out new application
- Membership retention – six month term up in Mar 10, need to start talking to new members and those we think are in danger of not renewing
- Discussion about adding new members for remaining of Oct – Mar period AND also Apr – Oct period – this would help us with the “club base”
- Membership contests?
- Next Open House?
- Youth Leadership status
- Other items

Vice-President Public Relations – Steve
- Ideas to publicize club
- Announcing upcoming events to the club
- Other items

Treasurer – Phylisse
- Submittal of new member applications
- Dues due in Mar 10
- $$ in account
- Other items

Secretary – Lisa
- Questionnaire status
- Purchasing stamp with TASC TM address, meeting time, and web address
- Other items

Sgt-at-Arms – Bonnie
- Guest/new member packets
- Name tags and/or place cards

TASC Toastmasters

2010 Jan ExComm Meeting Minutes

List of Action Items

No.

Action Item(s)

1

Frank will find out information about the TASC Toastmasters Face book site.

2

Need to provide PMI information to Steve Briese.

3

Provide Steve the pdf version of the PR manual.

4

Purchase the stamp for the club.

5

Send the questionnaire out to the members via email and also hand out copies at the next meeting.

6

Name tags (plastic type and adhesive type)

7

Former members spreadsheet

8

Frank will follow up with Wendy on rescheduling the next Exec Comm meeting

9

Frank and Wendy will get together to look at mentoring

10

Steve fill report on getting TM discussed at targeted groups (PM COP, CONNECT1NG, etc)

11

Open House in early March

12

Dues notices

13

Guest/New member packets

Key Points Discussed

No.

Topics

Detail

1

Officer Training

2

Next Exec Comm Meeting

May need to reschedule since Wendy will be out of town.

3

Review of Action Items

Have updated List of Action Items above.

4

Distinguished club status

Total of 9 points once all tasks completed- Wendy will get one with her AC, club officer training will add points, Frank will get one will when he gets his CL. Club calendar is July 1 to June 30.

5

Mentoring

Frank and Wendy will get together to discuss this (see Action Item list).

6

Wendy leadership series seminar

Frank will give seminar and Wendy will add him to schedule and pick whatever topic (see Action Item list).

7

Ideas to Publicize club

Frank wants to give Steve the facebook task (see Action Item list).

Idea- use the NG PM COP and send link (issue is that TASC is no longer NG). TASC may have its own COP but unsure.

Idea- look at getting TM to targeted groups like CONNECT1NG.

Idea- Start sending out announcements for things like open houses, training, area meetings, etc.

Idea- Look at online venues such as meetup.com

8

Signing up people for 2 periods

Give option but encourage, especially only a few months left on first period. Gives base and good numbers for June 30.

9

New member

Hossain signed up.

10

Treasurer Misc.

$38 worth of deposit slips purchased (are there cheaper options?). Phylisse needs receipt for stamp from Lisa (see Action item list).

11

Open House

Steve to coordinate with Joe to work on open house in early March at the latest.

12

April semi-annual dues

Need maximum number of members. Senior members will get list of people together that haven’t been coming to meetings and talk to them. Need to get out the dues notice by the first of March.

13

Guest and new member packets

Bonnie will talk to Joe by next meeting regarding what goes into packets (bring couple of samples). Bonnie will go to TM to get some freebees and compile proposed list of items to buy.

14

New member applications

Need reoccurring speech at TM meetings on how to fill out new member application.