New Officer Information

As an officer (President, VP Education, VP Public Relations, VP Membership, Secretary, Sergeant at Arms, and/or Treasurer, you have a number of key responsibilities.

  • You will attend an officer training specific to your position each term for which you are elected. Yes, you may have already attended these but not only do you get new ideas each time, but you might also grasp something that you missed the previous time you attended. And there is always the chance that some new things have been added.
  • You should have received a manual that explains your duties as well. Please take some time to review this.
  • You have agreed to support the club by being an officer. You can choose to do the bare minimum and let the club suffer or you can choose to make a difference.

The purpose of this page is not to review the items that you learned when you did the above, but instead to focus on things that are either not covered (just something that our club does) or maybe covered, but a reminder might help.

Privacy Issue – Important!

Each officer will have their own @startupspeakers.us email ID. In most cases, it is generic, as in President@startupspeakers.us. If you wish, you can get one in your name (yourname@startupspeakers.us). Usually, email sent to these are then automatically forwarded to your 'real' email ID. This protects your privacy and personal email ID.

DO NOT give out anyone's person email ID. When in doubt, use the official email ID listed on the contacts page. This applies even when registering at the TM web sites. If a member wants to give out their personal email ID, that is their choice to make.

If you are a new officer, please verify that your @startupspeakers.us email ID works as desired. If not, please contact the webmaster (Webmaster@startupspeakers.us).

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President

  • Please make sure that you are a member of the club's Officers email group. Please make sure that all your officers have also joined that list.
  • Please join the Startup Speakers Minutes email list. Just as with officers, anyone can be a member, but they can also read the minutes at the club site. The Secretary will send an email to this list with the minutes for every meeting (board and regular). I recommend that you set it to send emails to you so you are aware that the minutes are being posted.
  • Your VP of Media is an appointed position. Make sure that you have one and that they are able to do their job. Make sure that they have all the necessary passwords and access rights to manage the web site and all club email addresses and groups.
  • When you cannot attend an officer's meeting, please find someone to fill-in for you and let them know the meeting's agenda.
  • It is YOUR responsibility to be sure that the TM for the week realizes that they are the TM (provided that they haven't already started) that week. You can pass this on to your VP-E, but make sure that they will do it.
  • At the end of each meeting, please have the following readily available:
    • Schedule for the following week
    • Winners (and extra ribbons if there is a tie)
  • To make sure that the VPE is preparing and distributing the schedules on a timely basis.
  • You will have to be in contact with the Area Governor. This person is also a volunteer. Try to make their job easier by being prepared for their visits and having the information readily available.
  • Request all records from the previous President that you will need as well as any information regarding ongoing issues.
  • Make sure all club email addresses have at least one person who regularly monitors them.
  • Whenever a holiday will happen the same day (or week) as a meeting, make sure the SAA notifies all members and officers the meeting establishment and confirms that they know if we will (or will not) be meeting. Don't assume they will know.
  • Notify the VP Media to:
  • And, of course, all the other stuff you learned in the officer training.

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Vice President Education

  • Please make sure you have attended all the relevant training and read the manual you were sent.
  • Please join the Startup Speakers Officers email group (just go to Yahoo groups and search for it.)
  • Check with your predecessor to get information about each member's status and goals for their next level.
  • Make sure we have extra manuals (and photo copies of the evaluation pages) on hand to use if a member forgets their manual, they can still get a proper evaluation.
  • There is an Excel spreadsheet we use to create the schedule. This is very flexible, but you should make sure to schedule time as early as possible with the VP Technology to insure that you understand how to use it. When used right, it can alert you to 'missing' or unassigned duties, duplicates (2 grammarians, etc.) as well as let you schedule when people will be out up to a year in advance.
  • The schedule can be a daunting task. In the past, we have had an assigned position of scheduler. Feel free to approach another member and ask them to help you with this one aspect of your role (provided you will be very active in all the other facets of the position.) Remember that, if you do this, it is still your responsibility to determine who should be scheduled for speeches, etc. so that the club can accomplish its goals.
  • Don't forget that we need to plan for the following events:
    • Spring competition – International and Table Topics – usually in Feb
    • Fall competition – humorous speech/evaluation – usually in Sep.
    • Special meetings – debates, auctions, etc.
  • Speak to each new member and see if they would like a mentor. If so, see if they have someone in mind.. Then contact that person , or others if necessary, to see if they will serve as a mentor.
  • When scheduling, you need to pick 'Themes' for each meeting. Here are some ideas on how to get themes:
    • Look at the calendar – are there any holidays or events around the time of a meeting? Tax day, Easter, Mother's Day, Secretaries Day, etc. are all good candidates
    • Any major sporting events (Super Bowl, World Series, Olympics, etc.) or awards show (Oscars, Grammies, etc
    • Any major change in the season (Spring Cleaning, Summer Vacations, etc.)
    • If all that fails, then here are some web sites that will give you ideas based on events that have happened in the past:
    • http://www.scopesys.com/anyday/ - Famous birthdays, holidays, events, etc.
    • http://www.history.com/this-day-in-history.do
    • http://www.factmonster.com/dayinhistory
    • http://www.on-this-day.com/
    • You can also ask the person doing Table Topics if they would like to pick a theme, as they will need to develop questions around whatever theme is chosen.
  • Make sure that all new members know about the web site and email list. Point them to the Tips & Tricks pages so they can be somewhat prepared for the various duties.
  • And, of course, all the other stuff you learned in the officer training.

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Vice President Membership

  • Please make sure you have attended all the training and read the manual you were sent.
  • Please join the Startup Speakers Officers email group (just go to Yahoo groups and search for it.)
  • Check with your predecessor to get information about any processes in place to aid in your task.
  • Make sure that the Sergeant at Arms is greeting each guest and that there are packets of information available to give to that guest if they are interested in joining.
  • If you cannot stay to talk with a guest, make sure that someone else can and that they know what to do if the guest decides to join
  • When a new member joins, make sure you send the new members contact information to the Startup Speakers Officers email list so that all the officers know about the new member, can add them to the schedule, call and congratulate them, etc.
  • And, of course, all the other stuff you learned in the officer training.

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Vice President Public Relations

  • Please make sure you have attended all the training and read the manual you were sent.
  • Please join the Startup Speakers Officers email group (just go to Yahoo groups and search for it.)
  • You may consider requesting members to bring in old copies of their TM magazines and then cover the original mailing label with one that has information about our club. Then you can give these back to us to distribute to medical waiting rooms and other areas where people might find them.
  • Work with the VP Membership and VP Media on other ways to promote the club.
  • And, of course, all the other stuff you learned in the officer training.

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Treasurer

  • Please make sure you have attended all the training and read the manual you were sent.
  • Please join the Startup Speakers Officers email group (just go to Yahoo groups and search for it.)
  • Check with your predecessor on how to collect money for the meals at each meeting.
  • Make sure you get the bank updated with the new signatures, etc.
  • And, of course, all the other stuff you learned in the officer training.

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Secretary

  • Please make sure you have attended all the training and read the manual you were sent.
  • Please join the Startup Speakers Officers email group (just go to Yahoo groups and search for it.)
  • Check with your predecessor any outstanding issues (pending orders, etc.)
  • Join the Startup Speakers Minutes email list (same as you did the Officers list)
  • After each meeting (regular, board, or special event) please send an email to the Startup Speakers Minutes email list. Anyone can be on the list, but most will choose read the minutes at the club's site so they can look up information about meetings without it filling up their mailbox.
  • And, of course, all the other stuff you learned in the officer training.

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Sergeant At Arms

  • Please make sure you have attended all the training and read the manual you were sent.
  • Please join the Startup Speakers Officers email group (just go to Yahoo groups and search for it.)
  • Check with your predecessor on where all the club materials are stored and how to get them before the meeting as well as putting them away after the meeting.
  • Check with the TM each week to see if the projector and screen need to be set up or not.
  • And, of course, all the other stuff you learned in the officer training.

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Vice President of Media

  • Although this role is not an officially defined TM role, Startup Speakers has have created it to manage all the technological issues. In other clubs, this role is often handled by the VP of PR.
  • You will work closely with the VP of Public Relations to insure that all public facing websites work in the way the VP PR desires.
  • You will manage the web site, Facebook page, and all other similar pages.
  • Please make sure you get the login information for any accounts that are used to manage these resources. The login information for the accounts should be in a file that is stored where it is accessible to the officers (especially if something unforeseen happens to you and the pages need to be updated.)
  • You do not need to be able to edit the website provided you have a resource that is familiar with html and any other tools used to manage it.
  • You are also responsible for all club email lists (member, officer, event, etc.), the members page of the web site, etc.

Feel free to submit any additional Tips and Tricks of your own. Just send them to the Webmaster.