GUIDE TO ASSIGNMENTS

At

DEE WHY RSL TOASTMASTERS CLUB

CHAIRMAN

  • It is the Chairman’s job to ensure the smooth and efficient running of the meeting, including makingsure the meeting runs to time.
  • In the Business Session, it is the Chairman’s responsibility to ensure order, and that the decisions made reflect the decision of the members present.
  • Arrive at least 15 minutes before the meeting is due to start. Check with the VPE to determine if there are any last minute programme changes and amend your copy of the agenda.
  • The Chairman should lead the applause to welcome or thank each speaker.

Sample script for meeting

This is a suggested script for the Chairman to follow during the meeting. Note: this script applies for a normal meeting agenda, but if there are some additional or different assignments you need to make sure you step through the agenda so you don’t miss anything.

Call to Order / The Sergeant at Arms calls the meeting to order, and hands the gavel to the Club President.
Presidents Opening Remarks / The Club President says a few words of welcome to the meeting, and introduces the Chairman for the evening.
Chairman / The Chairman makes a few opening remarks, including explaining the theme for the evening if they have chosen one.
Secretary Check / This is not a formal assignment, simply a reminder for the Chairman to confirm the Secretary is present to take the minutes. If not, assign another member to do this task.
Apologies / “The apologies I have received so far are printed on the bottom of the agenda”. Read through the names, and add any others you have been told about on the night.
Ask the meeting “are there any other apologies?”
Then “I move that the apologies be accepted. Do we have a seconder?”
“All those in favour of the apologies being accepted, say aye”. “All those against, say no”.
This is simply a formality, the apologies will be accepted.
Finish by saying “Motion carried”.
Awards Summary / This is not an assignment that is included in every meeting. If it is on the agenda, summarise the awards, and who is responsible for awarding them at the end of the evening. Refer Awards Summary.
Program Alterations / This is done by the Vice President Education (or the President in their absense).
“Please welcome xxxx to explain the program alterations for tonight’s meeting”.
Welcome / All other assignments on the agenda are presented from the lectern.
“I’d like to introduce xxx who will be giving us the official welcome this evening”.
Once the speaker has finished, the Chairman should say a few words of thanks or a general positive comment about the Welcome.
Toast / In preparation for the Toast, can you please ensure you all have“Please welcome xxx to give us the Toast for this evening”/

PRESENTATION OF EXECUTIVE REPORTS

AIM:

  • To share key information about the running of the club with members.
  • Allows member to question Executive Officers on the running of the club.

PREPARATION:

Each Executive Officer should prepare their report in writing. They can either distribute the report to members via email a week before the meeting, or should bring along copies for each member attending the meeting.

It is desirable to present written reports to allow members to take your report away.

ON THE NIGHT:

Firstly the Chairman will ask the Secretary to present the minutes. If the Secretary has distributed the minutes via email prior the meeting, they may simply present the minutes as circulated. The Secretary may also briefly read the minutes.

Either way, once completed the Secretary asks for the minutes to be confirmed.

The Chairman asks “Is there a seconder?” Then “Are there any alterations to the minutes?” Once any alterations are raised, the Chairman says “All those in favour of confirming the minutes say aye” “Against no”. Generally the result will be “The ayes have it, the motion is carried.”

The Secretaries official file copy of the minutes should then be passed to the Chairman for signature. The Chairman should also initial any changes. This signature passes the confirming resolution.

The Chairman will then ask “Is there any matters arising from the minutes?”

The Secretary will then be asked to read out any correspondence received since the last meeting. They then move the motion “That the correspondence be received”. The Chairman asks for a seconder.

The Secretary will then read out any correspondence sent from the club. No motion is required to accept outwards correspondence.

If there are any actions to be taken as a result of the correspondence, then a motion should be raised. For example “That the Secretary reply to Mrs Jones ...”. No other reporting is required from the Secretary.

The Chairman will then proceed to ask for other Executive reports, in the format to follow. It is recommended that executive officers have only 1 minute to present their reports, the Timer should discreetly ring the bell when this time has elapsed.

“I now call for the Treasurers Report.”

The Treasurer stands and presents their report. Once completed, they ask for their report to be adopted.

If the meeting disagrees with the report, then the motion should be changed from the report being “adopted” to the report being “received”. This is an unusual occurrence, and reports are generally adopted.

The Chairman asks “Is there a seconder?” “All those in favour say aye.” “All those against no.” Generally the response will be “The ayes have it, motion is carried.” The Chairman then asks “Are there any matters arising from the Treasurers report?”

The Chairman repeats the above process for the Sergeant at Arms, Vice President Public Relations, Vice President Membership, Vice President Education and Presidents report. Each Executive Committee member asks for their report to be adopted.

The Chairman is responsible for closing the business session by saying “I declare the business session closed.”

The four most desirable qualities you should embody as Chairman are:

  • impartiality
  • firmness
  • tact
  • common sense.

Don’t talk too much during the meeting, and don’t be dictatorial – you are responsible for the meeting’s orderly conduct and you can do this without being verbose or riding roughshod over all and sundry.

Here are some points to remember:

  1. Maintain order
  2. Recognise and secure a hearing for those who are entitled to speak
  3. See questions are adequately debated
  4. Limit long winded speakers
  5. Decide points of order promptly and fairly
  6. Maintain balance, calm and self restraint
  7. Be just, fair and impartial

AWARD PRESENTED AT MEETING:

Best Speech of the Evening

The Stirrers Spoon

EDUCATION MATERIALS:

Renton’s Guide for Meetings

GRAMMARIAN

AIM:

  • To help Toastmasters express themselves clearly and concisely by reporting on good expressive use, and incorrect use, of the English language.
  • To present a ‘Word of the Evening’ to help improve or expand the vocabulary of Toastmasters.
  • To enhance your listening skills.

PREPARATION:

Select a Word of the Evening for the Toastmasters to incorporate into their assignments. The idea is to help members expand their vocabulary, so pick a word that can be used in daily conversation, but is not commonly used, or is different from the way we usually express ourselves.

Have the word of the evening ready to display on two large piece of paper that they can be stuck to the lectern and to the table in front of the Chairman. You should also include a brief explanation of the word or examples on how to use the word. The word should be clearly visible from either end of the room.

ON THE NIGHT:

Early in the meeting you will be asked to present the “Word of the Evening”. Stand and address the Chairman and Members.

Make sure you know the correct spelling; give an example of the correct use of the word in a sentence and encourage members to use it during the meeting.

If you have prepared a sign of the word, affix it in a prominent position as a reminder during the meeting.

As the meeting progresses, listen and note examples of either good or bad grammar from all assignments including the Chairman and speakers. Examples include:

  1. Words/phrases: that have impact; that create pictures; that provide colour; that express subtle shades of meaning.
  2. Or anything that falls into the “I wish I had said that” category - ie. memorable words.
  3. Any obvious/awkward misuse of the language eg: a new innovation (tautology), OR Joe and his Dad was fishing ( Joe & his Dad were ...) OR “He set forth on the stream of public life, where he climbed to the peak of success” (mixed metaphors) OR over-use of cliches (as clear as mud!).
  4. Mispronunciation of words, slurring of syllables and endings (runnin, comin).
  5. Note everyone who uses the Word of the Evening and how many times.

PRESENTING YOUR REPORT:

Proceed to the lectern and acknowledge the Chairman and Members.

Summarise the use of the “Word of the Evening” - who used it most successfully and how many times.

Select the best examples of the memorable words/phrases - repeat them and compliment those who used them. This encourages us all to be more expressive.

Point out any glaring misuse of language or sentences that are confusing or annoying. Offer pointers for improvement.

POINTS TO REMEMBER:

  • Don’t become pedantic and obsessed with schoolbook grammar - it can destroy creativity and vibrancy in a presentation.
  • Include visitors in praise, not in errors.
  • If you are complimenting, mention the name of the Toastmaster. If you are pointing out an error, it may not be appropriate to mention the name, especially if a new Toastmaster or one who has difficulty with grammar, is just as effective to preface your report with “Tonight, I heard....” or “one speaker said ...... ”

AWARD PRESENTED AT MEETING:

Most Innovative Use of the Word

EDUCATION MATERIALS:

The Dictionary

TIMING:

Introduction – 1 minute

Report - 2 minutes

LISTENING POST

AIM:

  • To help all club members with their listening skills.
  • Your skills by listening during the meeting to prepare the list of questions.
  • Other member’s skills by their ability to answer your questions at the end of the meeting.

ON THE NIGHT:

Record interesting key points of information mentioned during the entire meeting, and note who said it.

Example:

Who said “A rose by any other name?” (Jamie)

“How many slaves built the pyramids?” (3,500)

The above examples would have been mentioned by members during table topics, speeches, evaluations or other duties.

At the end of the meeting, you will be called upon to stand at the lectern and quiz the other members with your questions. The members will call out the answers (if they have been listening).

While the aim of this assignment is to test club members listening skills, this duty should be performed in a fun manner, it is a pleasant way of reminding members the importance of listening.

Mix up the order of the questions, don’t read them in chronological order as they occurred during the meeting.

REPORTING TIME:

2 minutes

MOTIONS

AIM:

  • To allow members to discuss topics that may result in changes to the club rules.
  • To learn the correct process for debating motions.

PREPARATION:

  1. If you intend to present a motion, you may wish to brush up on your parliamentary procedure - read the relevant chapters in “A Guide for Meetings” by N.E. Renton.
  2. You also need to submit any motion in writing to the Chairman before the commencement of the business session (or before the meeting if possible).
  3. If you’ve been assigned the role of Parliamentarian, you also need to review Renton’s Guide to Meetings. You should also have a copy to hand during the meeting in case you are called upon.

ON THE NIGHT:

Before commencing the business session, the Chairman must ask the Sergeant at Arms if there is a quorum (50% + 1 of the active membership of the club). The quorum number is usually written on the top of the agenda.

The Chairman will then ask if there are there any motions to be put before the Chair. Or I have received a motion which I will read aloud.

The format to read the motion is “The motion before the chair is that …”

The Chairman will then state that “The motion is proposed by …” and ask “If they would you like to speak to the motion?” Note: this gives the proposer the opportunity to explain the motion. Timing for this speech should not exceed 2 minutes.

The Chairman will then ask “Do we have a seconder for the motion?” And “Do you (the seconder) wish to speak now or would retain your right to speak later?” Note: remember to come back to this person later if they have reserved their right to speak. This speech must take no longer than 1 minute.

The Chairman then asks “Do we have a speaker against the motion?” and then “Do we have a speaker for the motion?”.

Continue in this way until the motion has been debated in full or the time is exceeded. Speakers for or against the motion must not exceed 1 minute.

If an amendment is raised during the debate, the Chairman must take note of the amendment in one sentence.

The Chairman will then read the amendment to the meeting. And ask “Do we have a speaker for the amendment?” Then “Do we have a seconder for the amendment?” The Chairman will then ask “Do we have a speaker against the amendment?”

Once discussion is completed, the Chairman calls for the vote on the amendment. “All those in favour of the amendment raise their hands?” “All those against raise their hands?” The Sergeant at Arms is responsible for counting the votes.

The Chairman then announces that either the aye’s or no’s have it. The amendment is carried / lost.

The Chairman then calls to finalise the debate and put the motion to the vote:

In closing this debate, I ask the seconder who reserved his / her right to speak for the motion (if this occurred).

Or in closing this debate, I ask the proposer of the motion to speak to the motion.

The Chairman now re-reads the motion, and says ‘we will now vote on the motion’.

All those in favour of the motion, please raise your hand. The Sergeant at Arms will count the votes. All those against, again the SAA is responsible for counting the votes.

The Chairman announces either the aye’s or no’s have it. The motion is carried or lost.

Motions & Amendments:

  1. Must be specific.
  2. Must be in one sentence, beginning with the word THAT.
  3. Amendments must be related to the original motion.
  4. Amendments must not contradict the motion or related to any amendments previously adopted.
  5. Amendments must be proposed and seconded, but this cannot be done by the Chairman, or the proposer or the seconder of the original motion.

To close the business session, The Chairman says “I declare the business session closed.

To follow is a script that you may find useful for the Chairman’s role.

The Chairman stands to receive the gavel from the President. “Thank you Mr / Madam President – Toastmasters and guests …”

The Chairman then gives a mini speech to introduce the theme of the meeting if applicable.

ChairmanWith the permission of the members, I will conduct this meeting seated, Chairman then sits.

ChairmanIf there are any motions to be put before the chair, please ensure that I have them before the commencement of the business session. Motions are to be in once sentence, in writing and signed.

VPEAsks for apologies.

ChairmanOnce relayed, the Chairman asks ‘will someone please move that these apologies be accepted?’

‘Do we have a seconder?’

‘All in favour say aye, all against no’. ‘The ayes have it, the motion is carried’.

Chairman Now calls upon the VPE to advise any program alterations.

The Chairman now introduces the awards (in any order).

1. Best Speech of the Evening- Awarded by the Chairman.

2. Best Table Topic - Awarded by the Table Topics

Evaluators.

3. Best Prepared Assignment - Awarded by the Timer.

Members please note this cannot

be a prepared speech.

4. Excellence Award- Awarded by the President.

Members please note this cannot be a prepared speech or an

evaluation.

5. Most Innovative Use of the Word - Awarded by the Grammarian.

6. Stirrers Spoon- Awarded by the Chairman.

7. Best Evaluation of the Evening - Awarded by the Master Evaluator. This is designed to be given to a Speech Evaluator.

ChairmanCall upon Grammarian to introduce the word of the evening. Use the format such as “Please welcome … to the lectern” is the general introduction for all future tasks. This continues down the agenda. The Chairman is responsible for introducing each session on the agenda.