The executive committee of the Terrace Toastmasters Club met at the Durack Coffee Shop on the 27^th of July 2004 at 7.30am.

Attendees : Chris Allen, Hugh Cunningham, Claire Smith, Lynn Smith, Nimal Jayaratne

Apologies : Geoff Pope, Keith Mann, ?????

Chris initiated a discussion on the essentials of a basic club success plan and observed that identifying the role of each officer is most important to the success of club. Chris also suggested that every committee member receives the Toastmasters International Manual pertaining to his/her role and urged all to familiarize with their roles.

Claire agreed to hand out the manuals to newly elected officers.

The following task definitions to the roles were discussed in particular

SAA

Lynn to hold the key to the meeting room. Lynn will make alternative arrangements with Chris or Toastmaster of the meeting if unable to be there. A duplicate key to be cut and kept with another club officer. Chris to hold the second key.

SAA will also manage club properties such as the banner, timing lights, outdoor sign, gavel and stopwatch.

Club Website to be managed jointly by Hugh and Chris who agreed to have a one-on one session next Thursday to discuss ways to improve club website.

VPM to handle activities related to new members and publicity.

Treasurer’s function to be managed jointly by Barry and Saffi.

Secretary to handle the following activities

Prepare minutes of executive meetings

Prepare formal correspondences

VPE

Keith to conduct a survey of personal goals of members so that club activities could be planned to achieve them. Chris agreed to prepare a list of questions to be included in the survey.

Claire to prepare a list of resources that belong to the club and propose a location for storing them.

All unanimously agreed to send a greeting card to Phil’s spouse in appreciation of Phil’s services to the Terrace Toastmasters club. Lynn to select a card and all club members’ signatures to be solicited. The wording to be prepared by Nimal, to include the items we resolved to do in remembering Phil, that is the donation, the trophy and supporting his orphans charity. We agreed that the wording on the card should include ‘story telling’ which Phil had a passion for.

Resolved that Terrace Toastmasters would donate $100 to the Belarus orphans’ charity as requested for Phil.

Chris also stated that the business meeting held on 20^th July 2004 sanctioned the expenditure on the trophy to honour of Phil Mountford and agreed to forward minutes of meeting (prepared by Karla) to Nimal for records.

A breakfast meeting to be held on Tuesday the 17^th of August 2004 at Miss Maud’s. Chris to make necessary bookings for the restaurant and invite the members via e-mail and/or telephone.

Next committee meeting to be held in four weeks time on 24^th July 2004, 7:30 am at the Durack coffee shop.

End of Minutes