Parramatta Toastmasters Club

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We provide a supportive and positive learning experience in which members are empowered to develop communication and leadership skills, resulting in greater self-confidence and personal growth.

Online Guide to Meeting Assignments

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Chairman 2

Purpose   Tick  You have 2 basic roles: to run the business session, and to act as MC for the rest of the night. You are acting as a leader for the night, conducting the meeting and influencing the tone and mood of the night. Be positive, organised, and confident. 
Before the meeting begins   Tick  Find out from each of the Club Officers if they have a report.
In the early part of the meeting Tick Note any program changes so you know who is doing each role. 
What to do during your assignment - first half  Tick  When the President hands conduct of the meeting over to you (note that the President always maintains control of the meeting), stand, accept the gavel and offer some introductory words.
Tick  Declare the business session open, and state that you will be conducting the business session sitting down.
Tick  The flow of business is as per the Chairman's Typical Agenda (also known as the Cheat Sheet). It should be followed with common sense. 
Tick Organise yourself so you know what is going to happen and when. Think ahead and remain calm and assured and make rulings without haste.
  Tick Meetings are conducted according to the rules laid down in:
a) The standard Club Constitution.
b) The specific Addendum of Standard Club Options that apply to our club.
c) Guide for Meetings, by N. E. Renton, Law Book Co.
  Tick Most importantly, you should exercise the qualities of a chairman: impartial, tactful, firm, and use common sense.
  Tick If uncertain how to address a particular issue, ask the Parliamentarian for advice.
  Tick When the last report has been moved and accepted, ask if there is any General Business. You then call for the special motion if one has been programmed. Ensure that you receive the motion in writing, and that the motion is "well formed". You have the authority to reject a motion that is vague, badly worded, ambiguous, or otherwise inappropriate.
  Tick It is best to nominate a time limit at the start for all speakers, normally 30 seconds and to ask the timer to buzz a speaker at that time. You have the option to allow a speaker to extend if you feel that is appropriate. It is particularly important that the mover of the motion takes no longer than 45 seconds in order to allow plenty of time for debate.
  Tick Conduct the debate by ensuring that no speaker speaks twice to any motion, and that you alternate between speakers against and speakers for.
  Tick When there are either no more speakers for or no more speakers against the motion, or when the time has elapsed, ask the mover to have a final right of reply. Call for a vote and announce the decision.
  Tick You then declare the business session closed. From here, every time you speak, you must stand.
  Tick Call up the General Evaluator.
  Tick If a Parliamentarian is programmed, the General Evaluator should call for their report. If this does not happen, remind the General Evaluator to do so before accepting back conduct of the meeting.
  Tick When the General Evaluator hands conduct back to you, check whether there are any special announcements from the VPE and then call a 10 minute recess.
    That is the end of the first part of your assignment.
What to do during your assignment - second half  Tick After the break, the Sergeant at Arms will hand back to you. Continue to introduce assignments, which may include the President who will perform a new member induction or present an educational award. It may also include programmed assignments like Larfmaster and/or Getting to Know.
Tick You then introduce the Toastmaster to present the formal speaking program followed by the General Evaluator.
Tick The General Evaluator introduces the evaluators, and the small specialist evaluation roles (timer, ah/um counter, grammarian, quizmaster) before handing conduct back to you.
  Tick Finally, announce the Sergeant At Arms who will present the night's awards.
  Tick The Sergeant At Arms will hand back to you and hand you the "Stirrers Spoon" to award to the person who in your opinion did the most to "liven" the business session and make your job "more interesting".
  Tick Hand the gavel and conduct of the meeting back to the President.
    That is the end of your assignment.
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