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November 2013

Leader Letter Masthead   

NOVEMBER 2013  
 

Submit the Addendum of Standard Club Options    

Delegates at the convention in August voted in favor of Proposal A: Amendments to the Club Constitution and the Standard Bylaws for Clubs of Toastmasters International. The amendments improved the readability of the Club Constitution, and the "Standard Bylaws for Clubs" was renamed "Addendum of Standard Club Options." On October 17, club presidents and secretaries received an email asking them to update their addendum. To ensure that the most current club information is on record, please log in and update the Addendum of Standard Club Options by December 31. If you have questions, email them to clubconstitution@toastmasters.org.

Semiannual Clubs: Update Your Officer List Online

If your club elects officers twice a year, it's time to hold elections for the next term. Once the new officers are elected, please notify World Headquarters of the results. It's easy to log in and submit your club officer list online. Be sure to submit your list by December 31 to receive Distinguished Club credit.

District Treasurers: Does World Headquarters Have Your Q1 Report?

The Quarter One Treasurer's Report was due to World Headquarters October 31. If you haven't submitted your report, please do so as soon as possible. If you need assistance, please contact districtfinancialreports@toastmasters.org.

Area Governors: Report on Your Club Visits

To meet one of the qualifying requirements of the Distinguished Area Program, area governors must submit an Area Governor's Club Visit Report for at least 75 percent of the clubs in their area for first-round visits by November 30 and second-round visits by May 31. When these reports are submitted online through District Central, a copy of the completed document will automatically be sent to the district governor, lieutenant governors, division governor and president of the club visited.

Attention LGETs: Club Officer Training Report Deadline Approaching

For clubs to receive credit toward their training goal in the Distinguished Club Program, lieutenant governors education and training (LGETs) must record all club officer training online. Any additions or changes to the June-through-August training information must be submitted by November 30.

District Budget Amendments Due by December 1

If your district budget requires adjustments as a result of your 2013-2014 district council meeting, please email amendments to districtfinancialreports@toastmasters.org by December 1.

Early Call for December Orders and Requests for Funds

Please be aware of the early cut-off date in December for district orders and requests for district reserve funds. They will be fulfilled in December if received by 6 a.m. December 20 (Pacific Standard Time). Orders placed after this time will be processed and shipped on or after January 2. Requests for funds received after this date will be paid in January as well.
 

Enter the Toastmasters Video Brand Contest

Share your club's enthusiasm for the Toastmasters brand by entering the monthly brand video contest. Your club could win one of the following: a branded banner, lectern or marketing materials. For contest details, please visit the Brand Contest webpage.

Access Club Receipts Online

Club officers can print receipts and view payment history (including membership dues payments) via Club Central. Simply log in and enter your username and password. Next:
  • Click the club name and number
  • Under Conduct Club Business, click Search Club Receipts

Are You Receiving the Monthly Club Statement?

Financial statements are sent via email from World Headquarters to club presidents and treasurers for each month that a club has payment activity. To ensure that you receive your statements, please verify your club officer email addresses by following a few simple steps:
  • Click Club Central and enter your User name and Password
  • Click the club name and number
  • Under Conduct Club Business, click View/Update/Print my club membership roster.
If you have questions, contact cstatements@toastmasters.org.

District Leaders: Get Ready for Mid-year Training 

In January, Mid-year Training will be conducted in six locations around the world. This training complements the District Leader Training held in August. District governors and lieutenant governors will evaluate their progress, make adjustments and build on skills that are required to have a successful year. For dates and locations, please visit the Mid-year Training webpage. Travel information will be emailed to district leaders soon.

Realignment Planning: It's Never Too Early!

District governors: Please begin thinking about club alignments for the 2014-2015 program year. Ask your alignment committee to review the information on the alignment webpage, and then provide the committee with a current club directory.

Tips for District Nominating Committees

By now your district has appointed its nominating committee for upcoming elections scheduled to take place during the second conference. The chair of the nominating committee has the important role of guiding the committee as it identifies the district's future leaders. You can find valuable resources to help you navigate the nominating process on the District Nominating Committee webpage.

Expecting a District Visit from Your Region Advisor?

District visits provide an opportunity for region advisors and district leaders to work together to improve the quality and performance of your clubs. A region advisor may visit your district soon to work with you toward a common goal. To make the most of the visit, review the Region Advisor District Visits webpage.

Policy and Protocol Changes

During the August 2013 Board of Directors meeting, the following policies and protocols were reviewed and updated:
  • Policy 2.0: Club and Membership Eligibility
  • Protocol 7.0: District Structure
  • Policy 8.3: District Leader Expenses
  • Policy 9.1: International Campaigns and Elections
  • Policy 10.0: Region Advisors
  • Policy 11.8: Executive Director
Revised Policies and Protocol can be found at www.toastmasters.org/policies. To learn what changes were made, please read the August 19-23 meeting minutes.

New: Member Experience Research Webpage

Research about members and their experiences is available on the new Statistics and Data Hub webpage, including maps, infographics and reports that summarize studies, surveys and focus groups. District leaders can use this information to build strategies to achieve their goals and strengthen Club Officer Training. Club officers can use the data to learn about the global organization.

Place Orders Early in December to Ensure Timely Delivery

Toastmasters International conducts inventory at World Headquarters at the end of the each calendar year. Staff will not be able to process orders received from December 20, 2013, through January 1, 2014. This includes online and mailed submissions. Please plan early and submit the following orders by 6 a.m. December 20 (Pacific Standard Time):
  • Supply orders
  • New member applications and kits
  • Charter kits
  • Education award certificates (including free manuals from the Advanced Communication Series)
Orders submitted by the deadline will be processed and shipped promptly. Orders submitted after this time will be held and processed on or after January 2.

Use of Member Contact Information

Toastmasters International and its members' names and contact information shall only be used for official business of the organization. Toastmasters International does not sell or make available its mailing lists for solicitation or non-Toastmasters business. This includes, but is not limited to, names obtained from Toastmasters World Headquarters or any other Toastmasters sources, such as district or other Toastmasters directories, the Toastmaster magazine, websites or electronic servers.

Please include the following disclaimer for all directories and websites: "This information is for the sole use of Toastmasters members for Toastmasters business only. It is not to be used for solicitation and distribution of non-Toastmasters materials or information." Contact information can be used for the mailing of club and district newsletters, meeting agendas and conference information.
 

Consider posting the following information on your club's website or Facebook page, or including it in your club newsletter.

Website Update

As of November 5, the section in the Toastmasters International website previously referred to as "My Profile" is now called "My Account." My Account is where you go to view your membership or education award history, update your contact information and view your downloads.

Planning a Speech Contest?

The latest Speech Contest Rulebook (Item 1171), recently updated based on member feedback, is now available. You can download a PDF version free from the Toastmasters Online Store. Read about the latest rulebook revisions at www.toastmasters.org/speechcontests.

Call for 2014 Convention Presenters

Do you have experience addressing international audiences and engaging groups of 500 or more? Dynamic presenters are invited to apply to speak at the 2014 International Convention in Kuala Lumpur, Malaysia by November 15 at www.toastmasters.org/callforpresenters.

Accredited Speaker Program Deadline

Applications for the 2014 Accredited Speaker Program will be accepted between January 1 and February 1, 2014. To learn more about the program, or to download the application or the new rules that went into effect April 2013, please visit www.toastmasters.org/accreditedspeakerprogram.

Say Thank You with Branded Toastmasters Gifts

This season, show your appreciation to fellow members and leaders with apparel and gifts from the Toastmasters Online Store.

'Like' Us on Facebook

The Official Toastmasters International Facebook Fan Page provides up-to-date information about the organization as well as tips on public speaking. "Like" it today!

Read the Toastmaster Magazine on Your iPad

The November Toastmaster magazine will be available early this month for download on your iPad via a free app. The digital edition is enhanced with multimedia interactivity, videos, photo slideshows and links. For instructions on how to download the Toastmasters International app, please visit www.toastmasters.org/magazine. Members will still receive the print edition unless they choose to opt out.

Watch Toastmasters Convention Video Highlights

If you were unable to attend the convention in August, visit www.toastmastersondemand.com to purchase on-demand videos and DVDs of the Golden Gavel Dinner, the World Championship of Public Speaking and the International Speech Contest Semifinals (on demand only). On-demand videos can be viewed on any device with Internet access, including your smartphone.
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