District 100. Operating Procedures Manual

Transcription

1 100 Operating Procedures Manual

2 Revised by: Karen Lucas, DTM Mark Lucas, DTM Darren Kwee, DTM Marjorie Benesh, DTM Rene Infante Brill Chuong Kha, CC

3 1 1 DESCRIPTION OF MANUAL 1.1. PURPOSE This Manual is intended as a reference source for the operations and processes of 100 not covered by the most recent versions of the following Toastmasters International documents: Articles of Incorporation and Bylaws of Toastmasters International Bylaws of Toastmasters International Administrative Bylaws Constitution for s of Toastmasters International Policy and Protocol" Leadership Handbook, Catalog item 222 Leadership Handbook, Catalog item AUTHORIZATION The procedures outlined herein are based on the authorizations and requirements of the Administrative Bylaws. They incorporate the administrative practices that are recognized standard procedures. Should a discrepancy exist between this document and materials published by Toastmasters International, the materials from Toastmasters International have the final authority REVISIONS The Administrative Policies Committee is charged with the responsibility to review this manual periodically and make recommendations for updating it. Portions may be rewritten by the Committee as mandated by the, the Executive Committee, or the Council.

4 2 2 DISTRICT ORGANIZATION Structure Public Relations Manager Administration Manager Retention Growth Quality Education

5 3 Structure Officers Immediate Past Program Quality Growth Finance Manager Public Relations Manager Administration Manager Leadership Committee Chief Pathways Ambassador Committee Extensions Chief Information Officer Parlimentarian Learning Lab Gavel s Chief Streaming Officer Historian Spring Conference Audit Speakers Bureau Credentials Chief Judge Store Manager PDG/PDD Advisory Committee

6 4 3 COMMITTEES 3.1 DISTRICT EXECUTIVE COMMITTEE (DEC) Authorization, Membership, Purpose, Quorum, and Responsibility Administrative Bylaws, Article XI, (a). Leadership Handbook, Catalog No Attendance Guests may attend the meetings by approval of the committee Procedure Meets a minimum of 4 times a year, typically, in July, October, January, and April. Gives interim approval of appointed officers. Receives and evaluates reports submitted by all standing committees. Fills any vacancies in any elective office, based upon the recommendation of the and subject to the approval of the Council. 3.2 Steering Committee Membership, Program Quality, Growth, Finance Manager, Public Relations Manager, Administration Manager, s. Other members may be invited at the s discretion Purpose Advise the leadership of the state of the district and plan future goals, projects, and events 3.3 DISTRICT COMMITTEES & APPOINTMENTS ALIGNMENT Authorization, Purpose, and Responsibility Toastmasters International, Policy and Protocol 7.0 Structure, 1. Assignments Membership At least 5 members, appointed by the. The shall be a Past Procedure The committee shall strive to have no more than four clubs per and no more than four s per AUDIT Authorization, Membership, Procedure, Purpose, and Responsibility Administrative Bylaws Article XI, (c), Article XII, and the Leadership Handbook, Catalog No. 222.

7 HISTORIAN Membership Individual appointed by the Purpose Maintain records of events in the including, but not limited to: Charters, Awards, Elections, Anniversaries. Act as a liaison between the s and Toastmasters International Historian/Historical Committee IT MANAGER Membership Individual appointed by the Purpose Manage the Website. Facilitate data retention and retrieval from Toastmasters International and records to assist the in supporting members. Coordinate calendars, mailings, and other electronic communications NOMINATIONS Authorization and Membership Administrative Bylaws, Article XI (b), Leadership Handbook, Catalog No Purpose Prepare a slate of eligible candidates for elective office to be placed in nomination at the Annual Council meeting Procedural Rules: The committee shall review the qualifications of the applicants and present a list of all qualified applicants to the for election at the Conference or appointment by the. Qualifications shall be based upon Administrative Bylaws, Article VII: Officers.

8 PARLIMENTARIAN Membership Individual appointed by the Purpose Assist the at business meetings to follow the protocols based on Roberts Rules of Order and the Toastmasters International Board of s Handbook. Act as a resource for s, s, s, and Officers for Parliamentary Procedures Speakers Bureau Membership Individual appointed by the Purpose Organize and manage the Speakers Bureau. Arrange qualifying speeches and manage membership. Support Qualified Speakers by finding outside venues to promote Toastmasters Schedule Qualified Speakers as guest speakers as clubs request Promote excellence in speaking 3.4 PROGRAM QUALITY COMMITTEE Authorization, Purpose and Responsibility Administrative Bylaws, Article XI, (d). Leadership Handbook, Catalog No Membership Program Quality as, and shall include Educational for each and Committee s as appointed by the at the recommendation of the Program Quality Attendance Guests may attend the meetings by approval of the committee Procedure Hold meetings to accomplish the following: Promote the educational goals of the. Plan and implement programs to recognize the accomplishment of educational goals. Implement training programs to ensure speech contests are conducted per Toastmasters International contest rules. Plan leadership training for Officers, s and s. Assist s, s and s in their effort to strengthen their membership through participation, attendance and retention Other s May be appointed from time to time as may be deemed advisable by the or the Council. Such Committee chairs may include but are not limited to: Chief Judge

9 7 Learning Lab Pathways Ambassador Only appointed based on guidance from Toastmasters International Spring Conference 3.5 CLUB GROWTH COMMITTEE Authorization, Purpose, and Responsibility Administrative Bylaws, Article XI, (d). Leadership Handbook, Catalog No Membership Growth as man, the Growth for each. Other Committee s as appointed by the Attendance Guests may attend the meetings by approval of the committee Procedure Hold meetings to accomplish the following: Establish membership campaigns to promote growth throughout the and provide member leads to s. Implement methods to monitor the accomplishments of the marketing goals. Assist s, s and s in their effort to strengthen their membership through participation, attendance and retention. Monitor the timely submittal of semiannual dues Other s May be appointed from time to time as may be deemed advisable by the, or the Council. Such committee chairs may include but are not limited to: Sponsor/Mentor Member Retention SpeechCraft Youth Leadership Gavel

10 3.6 PUBLIC RELATIONS COMMITTEE Authorization Administrative Bylaws, Article XI, (d) Purpose Provide external/internal publicity to enhance the image of Toastmasters International and Membership The Public Relations Manager and Committee s appointed by the Responsibility Work in support of the, Program Quality and Growth to publicize events to the members and the outside community Attendance The Public Relations Manager meets with his/her team during the year and guests may attend the meetings by approval of the committee. The PR Manager is also a member of the Executive Committee Procedure Hold meetings to accomplish the following: Recommend a Public Relations program to the Executive Committee. Evaluate current projects used by s, s, s and the for achieving favorable public relations. Promote the "Communication and Leadership Award" program for community and company leaders. Promote members participation through Speakers Bureau. Promote club public relations campaign, such as club website, public service announcements, public relations videos Other s May be appointed from time to time as may be deemed advisable by the, or the Council. 8

11 4 DISTRICT FINANCES 4.1 Authorization, Approvals, Budget, Procedures, and Records: Administrative Bylaws, Articles XII, (a), Leadership Handbook, Catalog No. 222, Governing Documents of Toastmasters International, Policy and Protocol 4.2 Reimbursable Expenses AUTHORIZATION Administrative Bylaws Article XII, Toastmasters International Policies and Procedures Protocol 8 in its entirety MEALS, LODGING, AND TRAVEL Meals Budget permitting, the Executive Committee meals will be provided to attendees. Attendees may include specially invited guests and / staff approved by the Budget permitting, staff meeting meals may be provided. The sets attendance. Types of staff meetings include elected officers staff meeting and planning for the year, conferences, and educational sessions Budget permitting, the, Program Quality, and Growth may be provided per diem for each day of attendance at the Annual Toastmasters International Convention. Per diem shall include required training days, convention days, and two travel days at the standard U.S. Government rate Lodging Budget permitting, to facilitate presenting and coordinating the Spring Conference, the, Program Quality, Growth, and Finance Manager may be authorized to one night lodging at the conference site and up to two nights if travel is more than 20 miles one way. Lodging for the International, Region Advisor, or Board Member on official visit is included to the extent that Toastmasters International does not reimburse his/her expenses Budget permitting, to aid conference operation, the Administration Manager and Conference Co-s may be authorized one night s lodging at the conference location. Out-oftown presenters may be authorized for two night s lodging at the conference location if travel is more than 40 miles one way from the presenter s residence to the conference location, at the discretion of the Budget permitting, the, Program Quality, and Growth may be provided lodging expenses for each day of Annual Toastmasters International Convention. Lodging shall include the night proceeding the first required training day and all nights inclusive of the required training 9

12 and convention days. Lodging expenses provided by Toastmasters International based on Distinguished performance supersedes funding Travel Budget permitting, s, Administration Manager, Finance Manager, and Public Relations Manager may be reimbursed up to $ for travel within the related to Toastmasters International activities. These activities include, but are not limited to: club visits, division council meetings, district council meetings, trainings, contests, and conferences. Reimbursement shall be at the standard U.S. Government mileage rate Budget permitting,, Program Quality, and Growth director may be reimbursed up to $800 for travel within the related to Toastmasters International activities. These activities include, but are not limited to: club visits, division council meetings, district council meetings, trainings, contests, and conferences. They shall also be provided funds for travel to and from the Annual Toastmasters International Convention. Airfare or train fare shall be provided at the coach rate. Should a personal vehicle be driven to the convention, mileage shall be reimbursed for actual miles traveled, up to the cost of a reasonable airfare, whichever is less. Mileage shall be at the standard U.S. Government mileage rate. Travel funds provided by Toastmasters International supersedes funding Budget permitting,, Program Quality, and Growth director may be provided registration fees for the Annual Toastmasters International Convention to the extent not covered by Toastmasters International Budget permitting and providing that the achieved Distinguished or higher, the Immediate Past will be provided registration, travel and per diem at the above rates to the extent not covered by Toastmasters International. 10