Roughrider Handbook
Contents

Table of Contents

Foreword
SEC Roughriders Mentoring Program

Meeting Roles
Signing up for meeting roles
Presiding Officer (Only past and current officers are eligible.)
Toastmaster
Table Topics Master
Master Evaluator
Evaluator
Um Counter / Grammarian
Sergeant at Arms
Host / Fee Collector
Timer
Ballot Counter
Video Camera Operator

Other Meeting Necessities
Member Login
Notification and Automation
The Blog
Memory Stick and Card Reader information

Officer Roles
President
Vice President of Education
Vice President of Membership
Vice President of Mentoring
Vice President of Public Relations
Secretary
Treasurer
Sergeant at Arms
Immediate Past President

Foreword

Dear SEC Roughriders,       

There are 17 roles at every meeting - 12 Speaking Roles and 5 Supporting Roles.  The back of the CC manual provides information about the meeting roles and responsibilities of each.  This SEC Roughriders Handbook puts this information into a checklist format so that it can be easily taken to a meeting.

This electronic handbook is always available online. Simply print the sheet you need for your specific role and bring it to the meeting.  Voila! You can use the sheet at the lectern as a guide for your role as you present.  When you are Toastmaster, you can use the templates to create the agenda without having to type it from scratch.

The agenda automatically created for meetings with 3 or 4 speakers.

Coming to meetings, observing the speakers, doing your own evaluations, taking notes on what might work for you and most of all talking to guests, new members and each other - these are the components of a friendly, powerful, and successful Club.

Thank you for being active in the Club, and welcome.
--- Your Executive Board

SEC Roughriders Mentoring Program

Welcome to Sec Roughriders Mentoring Program 2009-2010.

Our club takes pride in our Mentoring Program as experienced members of SEC Roughriders offer their time assisting you in your first speech, the Ice Breaker, and further assistance in more advanced speeches. Our program also offers mentoring for the role of Toastmaster.  

The intention of our Mentoring Program is continued support and growth of our membership.

The FIRST thing we recommend for new members is to observe the presenters at the meetings (Toastmaster, Table Topics, Speakers, Evaluators), approach someone whom you enjoy listening to and ask them a couple of questions about the meeting. See if their communicating style could be helpful to you. 

If you are already a member who is presenting at a meeting, approach someone for feedback and see if their style could be helpful to you. 

These are the next steps we recommend for new and existing members:  

  • The mentee submits the request for mentor to VP of Mentorship Irma Jennings; email: Vice President of Mentoring; cell: 917-405-5410 
  • Submit 3 names in order of preference
  • VP of Mentorship will contact mentors confirming time availability
  • VP of Mentorship will contact the mentee
  • Mentees are to work with one mentor at a time
  • We advise new members to work with a mentor for at least their first 3 speeches
  • Existing members can use more flexibility
  • Notify the VP of Mentorship of any changes in the mentor relationship.
Role of Mentor:

 To assist the mentee in the crafting of their speech, vocal variety, eye contact, pauses, and/or offering an independent evaluation.

Mentors may choose to work on the telephone, through email, in person, or at our Toastmaster meeting in the role of an independent evaluator.

Please contact the VP of Mentorship with any questions.Irma Jennings
Vice President of Mentoring

Signing up for meeting roles

Website Instructions

If you wish to sign up for a speech or any other meeting role, you must first log in, then click on "Calendar" on the upper left side of the page and the Event Calendar will appear.



Simply double click on the available slot that you wish to sign up for under the day/date column. Please note, this is a rolling calendar - you can move forward and backwards as needed.

For Presiding Officer simply double click on the empty field and click "Submit". Your name will automatically appear on the role for that date.

For Toastmaster, do the same and then fill out your introduction.



For Table Topics Master you should fill in the Table Topics Title and your Introduction.



When signing up for as a speaker, you must enter the manual speech number from the drop-drown list. If you are able, please also include the speech title, personal introduction.

Follow the steps above to sign up for any role on the calendar. You may also delete yourself from a role by double clicking on the role and selecting "Delete" (see below) within 7 days of the meeting. If it is within 7 days of the meeting, you will need to contact a site administrator.



NOTE: It is club policy that if you remove yourself from a role, it is your responsibility to find a replacement.

Presiding Officer(Only past and current officers are eligible.)

Monday before the meeting:

  • At some point, the Toastmaster's introduction will be automatically emailed to you.
  • Prepare your one-minute educational speech or relevant brief comments.  (Suggested topics: an article in the Toastmaster magazine; comment on club protocol, procedures, or goals).

At the meeting:

  • Arrive early; assist Sergeant at Arms if needed in setting up the room.
  • Briefly speak to guests, get their names, and ask them to sign the guest sign-in book at the fee collector’s table.  (Ask fee collector’s help with this.)
  • Place the ribbons near the lectern.
  • Take a chair at the front of the room, next to the lectern.
  • Open the meeting by sounding the gavel promptly at 12:30.  Introduce yourself and greet the audience:  “Welcome to the weekly meeting of the SEC Roughriders Toastmasters Club”
  • Remind everyone to turn off their cell phones and remain seated during the meeting.  Clarify that everyone pays $15 for the lunch and room fee.
  • If there is time, welcome guests by name and say “In 30 seconds, tell us your name and what brings you here.”
  • Deliver your one-minute educational speech on a topic related to getting more out of Toastmasters, becoming a better speaker, or the like.
  • Introduce the Toastmaster and, with a handshake, transfer control of meeting to him or her.  Remain seated until the end of the meeting, but you must still ensure that the meeting stays on schedule & ends on time.
  • Signal to Table Topics leader when there’s time for only 1 more question.
  • Be ready to preside when the lectern is returned to you by the Master Evaluator.
  • Take the lectern and call a brief business meeting, inviting board or committee members to make announcements.
  • If the VP of Membership is not present, encourage guests to ask any board member for information about joining the club. 
  • Announce today’s winners, and present awards (give ribbon with left hand, use right hand for the handshake)
  • If there are any members who did not speak during the meeting, ask them for brief comments.
  • If time permits, ask a couple of guests for their comments.
  • With a brief closing comment, sound the gavel to adjourn meeting at 2:00 pm.

After the meeting:

  • Make sure the VP Education has copies of the awards list and that day’s meeting agenda.

Toastmaster

The Monday before meeting

  • Visit the website to confirm that all speaking slots and support roles have been filled.  The system will send an email to all members notifying them if there are open roles available, 72 hours before a meeting.

The following responsibilities have been automated on the website: 

  • Check that each speaker’s introduction, speech title, speech number from manual have been entered into their calendar slot. Once the speech number has been selected by the speaker from the drop-down list, the speech objectives and length of speech are automatically included and will be reflected in the final agenda.
  • Check that the Table Topics Master's introduction and the theme of their topic has been added to their calendar slot.
  • Check that Master Evaluator's introduction has been added to their calendar slot.
  • In order for agenda to be completed, the Master Evaluator will need to complete speaker-evaluator assignments.  Once this has been completed, you as Toastmaster shall receive an email confirming that it has been done.
  • Your introduction will automatically be sent to this week’s Presiding Officer.
  • Confer with VP of Education and help to fill any open roles.

Website Instructions

Since part of the Toastmaster’s job is to create an agenda, the website provides a method of automating some of these tasks. When you sign up to be Toastmaster, this role will appear under MY MEETINGS (see graphic below).

As Toastmaster, you are required to create and print an agenda to bring to the meeting. Since the website will assist you in creating the agenda, you must first follow the steps below to ensure a complete and accurate agenda.

A.   Ensure that the Master Evaluator has paired the evaluators with speakers

Graphic below shows complete evaluator-speaker pairing done by the Master Evaluator. If the Master Evaluator has failed to complete the pairings you should contact the Master Evaluator at once.

The Master Evaluator will receive an automated reminder email 72 hours prior to the upcoming meeting

 

B.   Edit the Agenda Quote by inserting a personal quote

C.   Ensure that all meeting roles are filled

D.   View and Print Agenda – PRINT 40 COPIES

E.   View and Print Instructions from the Handbook (these are for you to assist you in your role)

 

A day or two before the meeting

  • Prepare the introductions for each speaker, the Topics Leader, and Master Evaluator. You may edit the introductions prepared by the speakers/ topics leader and master evaluator to the extent the introductions provided are too short or too long.
  • Get speaker/evaluator pairings from Master Evaluator – you’ll need this to prepare the agenda.
  • If speaker is delivering a non-manual speech, reach out and get their speech objectives, as you will need them as you introduce the presenter.  Manual speech objectives will be automatically included in the Introduction Sheet.
  • Prepare agenda, with least experienced speakers going on first and most experienced, last.  Sequence of evaluators should match sequence of speakers.  (Agenda must reflect this timing:  Table topics should start by 12:38.  If there are four 5-7 minute speeches, the first speech should begin by 12:51, 12:56 at the latest.  Master Evaluator must be introduced by 1:27, 1:32 at the latest. 
  • You don’t need to type up the agenda from scratch.  The agenda templates (in this handbook, pages 27-28) have the correct times built-in. You only need change it if someone is giving a longer, advanced speech.)  Complete the agenda and print 40 copies.  Alternatively, if you are comfortable using Microsoft Excel, contact the VP of Ed to get a copy of the “Automatic Agenda” spreadsheet that will help you in making an agenda and organizing your comments and your task in general.

Day of meeting, prior to meeting’s start:

  • Arrive by 12 noon at the latest. 
  • Place agendas on fee collector’s table at the door.
  • Enlist people for supporting roles such as Timer, Um-Grammarian, and Ballot Counter, etc. and distribute the materials to each.
  • Check that all speakers have arrived; if necessary appoint a “hot seat” speaker to fill in.
  • Inform Table Topics leader how many questions there is time to ask (based on number and length of speeches on today’s Agenda).
  • Ask each speaker, the Table Topics leader, and Master Evaluator if they want the lectern.  (Enlist Sergeant at Arm’s help in moving the lectern, if necessary, between speakers.)

During the meeting

  • Sit at head of the table, right next to the lectern.
  • Be ready for Presiding Officer to introduce you.  Take lectern with a handshake, and then welcome the audience.
  • Instruct audience to turn off beepers, pay the meeting fee to the fee collector, and to remain seated during meeting out of respect for our speakers.
  • Acknowledge any new members.
  • Briefly explain structure of the meeting and the different roles, and acknowledge today’s participants.  Have Timekeeper hold up the cards as you explain them.
  • Introduce Table Topics Master and turn lectern over to him or her.  Return to the lectern after Table Topics are finished. 
  • Ask timer for report, read off the names of qualifying speakers, asking each to raise their hand. Then direct everyone to vote for the Best Table Topics speaker.
  • Introduce each speaker and ensure that the speech objectives are read as part of the introduction. Shake their hand before, then again after their speech.
  • After each speech, ask audience to write constructive comments, sign their names & pass feedback slips to the ballot counter.  Allow 2 minutes, then introduce next speaker.
  • After the last prepared speech, ask for timer’s report, and then call for Best Speaker vote.  (The Toastmaster does not comment on the speeches.)
  • Ask the audience to fill out a feedback slip for the Toastmaster -- you!
  • Introduce the Master Evaluator, shake their hand as you turn the lectern over to them, and then return to your seat.  (This concludes your responsibilities at the lectern, but you’re still responsible to wrap up the meeting at 2:00 p.m.)

After the meeting:

  • Take 2 agendas and write the following on each: any last-minute role changes or substitutions, including who filled the supporting roles; all Table Topics participants; and which speakers won ribbons. Give one copy of this completed agenda to the Host/Fee Collector (who will staple it to the completed roster, then place in the envelope with monies received).
  • Place the second copy of the completed agenda in the club briefcase for our records.

Table Topics Master

The Monday before the meeting:

  • Send the Toastmaster your short introduction
  • Prepare a brief introduction to your topic.  Keep in mind that your job as Table Topics Master is to create opportunities for all members to speak - not for you to make a speech
  • Prepare 10 short, clear questions (you might not use them all).
  • Prepare a brief closing remark.

At the meeting:

  • Check with Toastmaster regarding number of questions to ask.  (If there are 4 speeches, you may only have time for 7 questions.)
  • Read agenda to see who has speaking roles – these people should not be called on for Table Topics.
  • Ask guests if they would like to speak.
  • In the following order, make a list of everyone who is eligible to participate in Table topics:  First, those in support roles (timer, ballot counter, host/fee collector, Sergeant at Arms), next, members without speaking roles being sure to include any new members, then guests, and lastly Grammarian/Um Counter, Presiding Officer, and Toastmaster.  (These 3 are only to be called on if everyone else has been called on and time permits.)

During the meeting:

  • Thank the Toastmaster and greet the audience
  • Remind audience that they are to give a 1-2 minute response to questions.
  • Present your topic and ask each question slowly, clearly, and with sufficient volume
  • Insure extemporaneous response by calling on the person at the end of the question.
  • Call on people in the order described above.
  • Presiding Officer or Toastmaster will signal you when there’s only time for one more question.
  • Make appropriate closing statement.
  • Return lectern to Toastmaster with a handshake.

After the meeting:

  • Put your list of Table Topics questions into the briefcase.  (We collect these to use just in case the scheduled Topics Leader doesn’t arrive at a meeting.)

Master Evaluator

The Monday before the meeting:

The following responsibilities have been automated on the website: 

  • Contact the Toastmaster to confirm speakers and evaluators
  • Assign evaluators to speakers (Assign experienced evaluators to experienced speakers, except for speakers giving their first speech, who should be assigned an experienced evaluator).
  • Contact all evaluators and speakers, ask them to let you know when they’ve gotten in touch with the person they’re assigned to.
  • Contact Toastmaster to give him/her the evaluator assignments for the Agenda preparation.
  • Forward your 3 – 5 line introduction to the Toastmaster

Website Instructions

As Master Evaluator, it is your responsibility to pair up speakers with evaluators and it is important that this is done as soon as possible so that the Toastmaster can complete the meeting agenda.

  • To pair speakers with evaluators, log in to the site, click and click on Assign Evaluators.
  • On the next screen, simply select the speaker and evaluator you wish to pair up by clicking on the speaker and evaluator – when you click on the respective fields, the selection will be highlighted as shown below:
  • Once you’ve made your selection, click the green arrow or drag and drop to move the evaluator to the appropriate speaker slot.  In the graphic below Aaron will evaluate Max.

At the meeting:

  • Arrive early (12:00)
  • Make sure all speakers and evaluators are present (assign a “last minute” evaluator if necessary).  Inform each evaluator they have 3 minutes for their evaluation.
  • Be seated near the front - you will return to the lectern after each evaluator.

During the meeting:

  • Take notes on everything that happens (or doesn’t, but should) during the meeting, including: timing, room set up, appearances, organization, flow of meeting, Presiding Officer, Toastmaster, Table Topics Master. Give particular attention to the Evaluators
  • The Toastmaster will introduce you after the last prepared speech
  • Greet the audience, explain you will first introduce the evaluators, and after their evaluations you will evaluate the entire meeting
  • Introduce each evaluator as follows: “Now to evaluate Mary Smith, please welcome Joe Silver.”
  • Return to the lectern after each evaluator.
  • Ask for Timer’s report, tell audience to vote for best evaluation and pass the ballots

Master Evaluation (8 minutes maximum):

  • Give your general evaluation of the meeting, evaluating all roles beginning with the fee collector
  • Give specific evaluations of the evaluators

If an evaluator missed a significant element of a speech, you may briefly remark on it, remember your goal is to help the evaluator become better, not to re-evaluate the speech.

  • If the meeting is running late, save some remarks for individual consultation afterwards.
  • Call for Um-Counter/Grammarian’s report
  • Return lectern to Presiding Officer

Evaluator

The Monday or Tuesday before the meeting:

  • Master Evaluator will inform you as to whom you will evaluate.
  • Contact the speaker you’ve been paired with and discuss his/her objectives and personal goals for their upcoming speech. If necessary, help the speaker to determine if their speech topic is appropriate for the goals of the speech according to the manual.
  • Remind speaker to bring their manual for your written evaluation.
  • Read the manual about the speech requirements and evaluator guidelines.

At the meeting:

  • Get the manual from the speaker you’ll evaluate (where you’ll write your evaluation and comments) before the meeting begins.

During the meeting:

  • Be at the front of the room when Master Evaluator is about to introduce you
  • Evaluate the prepared speech according to the manual objectives as well as anything the speaker asked you to watch for.
  • Shake hands with Master Evaluator before and after your evaluation

Evaluation (2 – 3 minutes): 

  1. Greet the Master Evaluator and the audience and acknowledge the speaker.  Address the audience in general, not only the speaker
  2. State the manual’s objectives for the speech and comment on what the speaker did to meet those objectives.
  3. An evaluation is not a summary or re-enactment of the speech.
  4. Comment on things the speaker did well. Deliver suggestions for improvement in a positive, encouraging manner. The goal is to leave the speaker feeling encouraged. 
  5. Fill out written evaluation form in the manual and return it to the speaker

Um Counter / Grammarian

Serving as Um-Counter/Grammarian is a great opportunity for growth as well as a tremendous service to members. 

During the meeting:

  • Pay close attention to every introduction, table topic, speech, evaluation, and comment.
  • Listen for and tally verbal fillers or crutches, including sounds such as “ah,” “er,” “um,” “like” and filler words such as “like” or “you know.”  Be aware that “but,” “so,” and “and” are not inherently bad and should not be pointed out unless used as filler.
  • Listen for and tally grammatical errors, mispronounced words, misused words, redundancies, etc.
  • Note words used creatively and phrases that are especially effective.
  • Note words or phrases about which you are unsure.

When you are called upon to give your report:

  • Report grammatical errors, mispronounced and misused words, etc. and filler words and identify speaker when necessary for clarity.
  • Mention words used creatively and phrases that are especially effective.
  • As with Table Topics, you are limited to 2 mins, and shall be clapped at 2 minutes and 30 seconds.
  • Comment on words of which you are unsure and, if time, permits, ask for input.
  • If the meeting is running late, rather than stating how many times each person said “Um”, abbreviate it and say, “, for example: “John said um” 17 times, everyone else said it fewer than 5.)

Sergeant at Arms

Prior to the start of each meeting:

Arrive by 12pm the latest to have time to set up the room.  The club supply box will be waiting, along with the ‘ribbons banner’ rolled up in a blue canvas case, at the building receptionist's desk and should be returned to that location after the meeting. (The supply box contains all supplies needed except the banner.)

Straighten out the chairs around the conference room table. Remove any cellophane covering still on the food on buffet table. Place a chair at the host/fee collector desk by the door. Remove any chairs from the end of the table where the speakers stand. If there are any other tables left from a previous meeting, have the receptionist remove them. If we’re expecting a large attendance (such as a SIRA club meeting), ask the receptionist to have more chairs delivered.

Turn up window blinds so no light comes into room. Use the pole on the right side of the window sill to turn the slats upward.

Place at front of room:

  • Lectern and gavel at head of table.
  • Hang banner on wall.
  • Two sets of prize ribbons (in case of a tie) on window sill behind lectern

Place on Host/Fee Collector table (the following are kept in the supply box) 

  • A blank, up-to-date Host/Fee Collector Roster
  • Guest sign-in book
  • Fresh envelope to collect money for treasurer
  • Receipts (in the cover pocket of the red binder)
  • Blank name tags & pens or markers
  • Ballots/feedback sheets
  • Bank Account Stamp

Timer envelope:

  • Place the timer envelope at the end of the table opposite the speakers – the timer always sits here. This envelope (blue or green plastic see-through) is in the supply box.

Contest supplies, if needed:

  • Contest rules forms, etc. are in the club supply box under “Contests.”

After meeting ends:

  • Return supplies to box and return it, along with the banner, to building receptionist’s desk.

Ongoing:

  • Add names of new members to Host/Fee Collector list so it’s always up-to-date, and delete non-renewing members from list when so instructed by Treasurer.
  • Order and replenish supplies as needed.

Host / Fee Collector

Before the meeting:

  • Bring $5 bills to make change.

At the meeting:

  • Arrive early (11:45)
  • Assist Sergeant at Arms in setting up the entry table for fee collection.
  • Make sure you have a fresh Fee Collector roster – these are found in the red binder.
  • As members and guests arrive, collect fee and mark amount received by each name, noting on the roster whether they paid by cash or check.
  • Sergeant at Arms pays $5, everyone else pays $15
  • As guests arrive, ask them to sign the guest book. Also write list of guests’ names to give to Presiding Officer just before meeting begins.)
  • Checks should be made payable to “SEC Roughriders.” Give receipts upon request. These are kept in the Fee Collector binder and in the supply box.
  • Use the club’s ‘bank stamp’ to stamp back of each check “For Deposit.”
  • If someone forgets to pay, indicate that on the roster.
  • After the first prepared speech has begun, please do a headcount of all meeting attendees, and reconcile against the fees collected.  If there is a discrepency, please collect missing fees from the member or guest before the end of the meeting or notify the club president if there is a problem.
  • After all fees have been collected, tally receipts and reconcile with roster.
  • Make sure you put today’s date at the top of the roster, sign it and also print your name.
  • Staple a copy of today’s agenda to the completed roster, then place in envelope along with checks and cash received.
  • If the Treasurer is present, hand him or her the envelope.
  • If the Treasurer is not present, give the envelope to another board member.
  • Put all the other materials back into the club supply box, or give them to the Sergeant at Arms.

Timer

The Timer’s supplies are kept in an envelope (blue or green plastic see-through) which is filed toward back of the club supply box.  It contains the stop watch, timing sheet, red, yellow, green cards which the timer holds up to signal the speaker, and instructions for the timer role.

Explain timing when called on by the Toastmaster at the start of the meeting.
To be eligible for awards, speakers must be within the time limits.  Please do not report individual times - only report whether or not the speech was within time. 

TABLE TOPICS (1 – 2 minutes):
Green card at 1 minute, Yellow card at 1 ½ minutes, Red card at 2 minutes. 
30 seconds after red card, applaud to indicate that the time has expired.

 NAME  TIME
1.  
2.  
3.  
4.  
5.  
6.  
7.  

PREPARED SPEECHES (Please check agenda to confirm allotted times):
Green card with 2 minutes left, Yellow card with 1 minute left, Red card as time expires. 
30 seconds after red card, applaud to indicate that the time has expired.
An “Ice Breaker” speech may go over allotted time but then is not eligible for a ribbon.

 NAME  ALLOTTED  ACTUAL
1.    
2    
3.    
4.    

EVALUATIONS (2–3 minutes):
Green card at 2 minutes, Yellow card at 2 ½ minutes, Red card as 3 minutes.
30 seconds after red card, applaud to indicate that the time has expired.

 NAME  TIME
1.  
2.  
3.  
4.  

MASTER EVALUATOR (6-8 minutes)
Green card at 6 minutes, Yellow card at 7 minutes, Red card at 8 minutes.
30 seconds the red card, applaud to indicate that the time has expired.

 NAME  TIME
   

UM COUNTER/GRAMMARIAN (1 – 2 minutes):
Green card at 1 minute, Yellow card at 1 ½ minutes, Red card at 2 minutes. 
30 seconds after red card, applaud to indicate that the time has expired.

 

Ballot Counter

At the meeting:

  • Set up plastic cups – one for each prepared speaker’s comment slips
  • Set up three additional cups for votes – Best Table Topics, Best Speaker, and Best Evaluator

    Tally votes during the meeting.  Write the winners’ names at the bottom of this sheet and give to Presiding Officer before the Awards portion of the meeting.  Keep in mind that the Presiding Officer will speak immediately after the Master Evaluator and will need winners’ names ahead of time.

  • Give comment slips to speakers and the Toastmaster after the meeting.
 

 

- - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - -- - - - - - - - - - -- - - - - - - - - - -- - - - - - - -

 

Date:  _______________

Best Table Topics:   _______________________________________
     
(Tie:)  _______________________________________
(Tie:)  _______________________________________

Best Evaluator:   _______________________________________

(Tie:)  _______________________________________
(Tie:)   _______________________________________

Best Speaker:  _______________________________________

(Tie:)   _______________________________________
(Tie:)  _______________________________________

- - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - -- - - - - - - - - - -- - - - - - - - - - -- - - - - - - -

Video Camera Operator

Before the meeting:

  • Arrive early 12:15pm at the latest
  • Locate the camera bag
  • Set up tripod, camera and electrical.  The best position seems to be at 45 degrees to the right of the speaker; there is an electrical outlet on the baseboard.
  • Ensure the camera is on and ready to record.
  • Collect memory cards from those who are speaking – including toastmaster, table-topics master and evaluators.
  • For those individuals who do not have memory cards, use the SEC club card which should be in the camera bag

During the meeting:

  • Begin recording before the Presiding Officer begins so as to capture the entire meeting.
  • Change memory cards as needed to ensure those speakers that have cards have their presentations recorded
  • During Table topics, rotate camera to capture speakers who are located around the room; you may need to use the zoom feature.
  • Try to record the introductions
  • You will have a few moments between speakers and evaluators to stop the recordings and change memory cards as needed.
  • At the conclusion of the meeting, return memory cards to individual speakers and pack camera and tripod away into camera bag.

Member Login

To log into the website simply go to: www.secroughriders.org

  • Click on "Login" on the upper right corner of the page
  • Enter your full email address (example: John@aol.com) - The same email address you used to complete the online application
  • Enter your password - The same password you used to complete the online application



    Once you've logged in you will see the screen below. Notice that this page contains your upcoming meeting roles as well as your membership status.

  • Click on
  • Ensure all your personal information is correct by clicking the tabs "Contact Details", "Phone Numbers" and "Member Information"
  • If you would like to change your password you may do so by simply typing in the new password in the "password" field

Notification and Automation

The website has a built-in notification system designed to automatically send emails regarding meeting roles and other meeting and club related information. Below is a listing of the automatic notifications and its purpose as well as when a participant should expect to be notified.

Evaluators Assigned: Evaluators, Speakers, Toastmaster, and Master Evaluator will be sent an email upon Speaker to Evaluator assignments.

Table Topics Master Missing Title: The table topics master will be notified via email 3 days prior to the meeting if he/she did not enter a table topics title when signing up.

Master Evaluator Assignment Request: If not done so already, 2 days prior to the meeting, the Master Evaluator will receive an email requesting to complete the speaker to evaluator assignments.

Available Roles: If there are available meeting assignments, 2 days prior to the meeting the system will automatically generate an email to members without a role in an effort to enlist members for these open roles.

Missing Title / Introduction: If the speaker fails to include an introduction and or speech title when signing up for a speech, the system will notify the speaker 3 days before the meeting.

The Blog

SEC Roughriders is happy to announce that a new club blog is now available for all members. We hope that this forum will become a great place for members to share ideas, knowledge and resources.

To access the blog simply click on the link on the upper left side of the page. If you wish to post an article you must first log in. Once you�re logged in you will see a "post an article" option on the upper left side of the page.

All blog content will be filtered and approved by a designated blog administrator.

Memory Stick and Card Reader information

Memory Stick:

If you don’t have one already, you will need to purchase a Memory Stick.

Memory Stick and Memory Stick Duo are both fine. (The memory stick Micro, however, will not work with our camera.)

512 Mb Memory Stick will hold 40 min of video and runs about $15 - 20.

After copying the video file to your computer's hard drive you can easily delete it from the Memory Stick and the stick can be reused indefinitely.

Card Reader:

A Memory Stick card reader plugs into your computer’s USB port and will allow you to view and copy your video.

A card reader runs about $10 - 15.

You may purchase both these items over the internet at such computer merchants as:

Tiger Direct  /  www.tigerdirect.com
PC Zone & Mac Zone  /  www.zones.com

Or in New York City at:

J&R Music and Computer World  / www.jr.com
Park Row
New York, NY 10038  (across from City Hall Park)
212-238-9000

B&H Photo Video  / www.bhphotovideo.com
420 Ninth Avenue (34th St.)
New York, NY 10001
800-606-6969

 

Tutorials for use with Windows PC and Macintosh computers

Windows PC:
In order to load your recorded speech into your PC, you must have three things:  the memory stick with your speech on it, a memory stick card reader, so that the stick can be read by your USB port and a USB port on your PC. There may be other readers for loading the information, but they are not addressed here.

Procedure:
1- Insert the memory stick into the memory stick card reader. There should be one correct way for this to happen

2- Insert the reader into a USB port on your computer (there may be more than one)

3- Using File Explorer (not Internet Explorer) or My Computer --> Explore look for the Drives (labeled C:, D:, E:, etc.) and locate the one that appears when you plug in your memory stick adaptor. (If in doubt, unplug the memory stick adaptor and see which Drive disappears, then plug the stick back in.)

4- Click on the memory stick adaptor Drive.  You should see a file with the date of your speech.

5- Drag or copy that file to your Desktop or to another folder you have identified.  You can read the file directly, but it will work more quickly if you copy it to your PC first. 

6- If you double click on the file or right click and select Play, you should be able to see your speech.

7- Before removing the memory stick adaptor from your USB port, you may want to delete the file (which you have copied to your computer) from your memory stick so you have enough room on the memory stick for your next speech.

8- Normally, you will not want to reformat the memory stick.  Just delete the file as you would any other file from your PC.

If you have any questions about using a Memory Stick with a Windows PC please call Win Sheffield at 212-644-3894 or e-mail him at ess@winsheffield.com

 

Macintosh computers running OS X:

1. Shut down your computer (power off).

2. Attach card reader to USB port.

3. Power on your Mac. Allow to boot completely.

4. Insert Memory Stick into card reader. After a few seconds a drive icon labeled “Untitled” should appear on your desktop. This is your Memory Stick. You can rename it if you so wish.

(** Sometimes your Mac will assume that your Memory Stick contains digital photos and will automatically open the iPhoto application at this point. Let it do this. Then quit iPhoto and continue to step #5)

5. Double-click (open) this drive icon. When the window opens you will see two files. One reads MEMSTICK.IND, the other is a folder named DCIM. (If you have a Memory Stick Pro you’ll see an additional icon named MEMSTICK_PRO.IND)

6. Double-click the folder named DCIM. The new window that opens should contain a folder called 101MSDCF (or something very similar). Double-click this folder. You should now see your MPEG movie files in QuickTime format.

7. Click and drag the movie file onto your desktop. This will copy it from your Memory Stick to your computer’s hard drive. Check to see that indeed you have a copy on your desktop.

8. You’re now ready to erase this file from the Memory Stick. By clicking the left arrow in your “Untitled” drive window you will navigate back to the first view that appeared. Should look like it did step #5 again. Drag the DCIM folder into the trash. Select “Empty Trash” from the Finder menu. Click OK to empty the trash. Leave the MEMSTICK.IND icon as is.

(** Do NOT under any circumstance use your Mac’s disk utility to re-format the Memory Stick. This will render it unusable by the video camera.)

9. Close the “Untitled” drive’s window. Drag this drive icon to the trash (becomes the eject icon.) This will unmount your Memory Stick. It is now safe to remove the Memory Stick from your card reader.

10. Double-click the movie file, which is now on your desktop. QuickTime will open automatically and you’ll see the first frame of the movie in the QuickTime player. Enjoy seeing and hearing yourself! (You can always enlarge the QuickTime player window by dragging the lower right corner.)

11. You can also rename this QuickTime file at any time. I like to do it right away before I forget which meeting or speech it corresponds to.

If you have any questions about using a Memory Stick with a Macintosh computer please call Ben Wolff at 212-873-8298 or e-mail him at benwolff58@mac.com.

President

Overall Goal

Oversee the operation of the club
Be a resource for other officers. 

Specific Duties
  • Convene board meetings as needed, usually 2 per year
  • Ensure that obligations to Toastmaster International are met
  • Ensure that contests are held and encourage contest participation

Vice President of Education

 

Overall Goal

Encourage participation in the club, whether it’s giving speeches, taking on other meeting roles, and participating in contests. 

Specific Duties

  • Monitor signups on an ongoing basis, then turn it over to each week’s Toastmaster for final preparations for each Thursday meeting.
  • As soon as a new member joins, email them the following materials: summary of Competent Communicator manual, summary of Advanced manuals, information about the first 2 CC manual speeches (#1, “The Ice Breaker” and #2, “Organize Your Speech”), and SEC Roughriders Club Handbook (this document).
  • Run contests (ensure that people sign up, solicit participation from other clubs as needed, etc.)
  • Encourage members to complete Toastmaster benchmarks (Manuals, etc.)

 

Vice President of Membership

 

Overall Goal

Encourage growth and retention of membership. Receive new applications and turn dues checks over to treasurer. Help new members get their club materials and begin to participate in the club.

Specific Duties

  1. Greet as many guests as possible when they enter the meeting room. Hand out the “Welcome to SEC Roughriders” information sheet which is kept at the Host/Fee Collector’s table. (As needed, replenish the supply of Welcome sheets in the club supply box.)
  2. During the Business Meeting at the end of the meeting, introduce yourself as the V.P. of Membership and encourage guests to approach with any questions about becoming a member. Remind them to sign the guestbook at the door.
  3. Have interested guests fill out applications and collect membership fees. Ensure that application is complete (i.e., that applicant’s phone numbers and email are supplied), that all information is legible, and that their check (made out to “SEC Roughriders,” not “Toastmasters”) accompanies the application.
  4. Record information from new members’ dues checks and turn the checks over to the treasurer.
  5. Enter all application information on line for payment to Toastmasters International and email the board with names and contact information of new members.
  6. Each week, inform the Toastmaster and Table topics leader of any new members so they can be properly welcomed at their first meeting as a member and be encouraged to participate in Table topics. Board members should also be informed of new members.
  7. If there has been a lapse in membership status for a returning member, checks and applications to reinstate will be sent to Toastmasters International.
  8. Follow up to make sure new members received manuals and are becoming familiar with the club.

 

Vice President of Mentoring

Overall Goal

Inform current and potential members about the benefits of the Mentoring program and encourage them to participate.

 

Specific Duties

  • During the business meeting at the end of each meeting, introduce yourself and encourage people to approach you with any questions or issues regarding mentorship.
  • Pass out “SEC Roughriders Mentoring Program” sheet to any member of guest who expresses interest.

 

Vice President of Public Relations

Overall Goal

Maximize the club’s visibility and capitalize on our Club’s brand “SEC Roughriders” to boost our guest & membership numbers.

 

Specific Duties
  • Respond to all inquiries, answer people’s questions about the club, and invite interested people to come to a meeting.  
  • Be on the lookout for cost-effective ways to get the word out about the club – For example, post meeting announcements on internet forums, message boards, and event calendars frequented by local business professionals.

Secretary

 

Overall Goal

Maintain and update records of members’ contact information for Club use.

Specific Duties

  • Take minutes during Board meetings and maintain for posterity. Distribute minutes to board members after each meeting, stating that unless corrections are received within 7 days, the meetings shall be deemed correct for the record.
  • Maintain member list on Toastmasters.org website by adding new members (whose names you’ll receive from Membership VP), deleting non-renewing members (Treasurer will notify you), and updating any changes in members’ contact information.
  • Email updated membership list to all current members once each month.  When you prepare the updates, it’s very important that you summarize what’s new at the top of the page. (For example: “Changes: Sue Smith new phone number. Additions: Bob Jones.”) Update the date at the top of the document, and refresh the date in the file name as well.
Separately, retain names and contact information for non-renewing members for club records

Treasurer

 

Overall Goal

The Treasurer office is responsible for developing and executing financial policies, audits, and controls. The Treasurer maintains the Club's budget for the year. The Treasurer also receives and disburses funds in payment of all Club obligations. He or she also notifies Club members when dues are payable and collects dues. The Treasurer attends and participates in all Executive Committee Meetings.

 

Specific Duties

  • Funds collected at each meeting must be reconciled against the Host/Fee collector sheet, totaled up, then deposited into the club’s bank account.  Typically, the Bar Association’s bills for our room rental and food arrive on a weekly basis and checks must be cut  twice a month – (We can combine 2 invoices on one check; never delay paying the building for more than a few weeks.)
  • Twice a year at membership dues are collected (March and Sept.) - Reminder emails must be sent on in advance in order to collect funds before the cut-off date.  Treasurer must access the Toastmaster International website to pay using our corporate card.  Follow up with any late payers among the club membership.
  • Work closely with VP Membership regarding payment status of new and reinstated members. Reinstated members’ dues cannot be paid online, their dues checks must be mailed to International – this is coordinated between Treasurer and VP Membership.

Sergeant at Arms

 

Overall Goal

Be in charge of the club supply box, which contains a variety of items including the Fee Collector sheets, Guest Sign-in Book, name tags, gavel, ribbons, ballot sheets, membership blanks, and more. Provide an orderly room before the opening of each meeting.

Specific Duties (See page 12 for details.)

  • Arrive early and set up room for each meeting.
  • Hang club banner in front of room.
  • Set out supplies for the Host/Fee collector, timer, etc.
  • After the meeting ends, return supplies to supply box and give to building management to hold until next week.

Immediate Past President

Overall Goal

Provide guidance as needed during transition from old to new board. Share best practices.

 

Specific Duties