I was recently asked to appear on Region 10 TV to discuss upcoming District Council Meetings and how best prepare for them.
This was a new challenge for me, firstly doing a TV interview and secondly trying to cover a broad topic in under twenty minutes.
One of the tips I received from the broadcasters was to treat each question like a two minute table topic. However, this restricted me to about three points per question. This I found challenging as I had so much to say about the subject in question.
Another issue that I had to negotiate was having a strong broadband signal, stronger than that required for a regular zoom club meeting. Despite finding a suitable location to broadcast from there was a bit of time lag during the live interview.
Paola and David put me at easy from once I checked in back stage. David was the one who asked the questions once we went live. It was a great learning experience for me and one I can take into a future event like this.
My main learnings were:
No to over think the responses that you have to give to questions. Keep it simple and focus on a couple points of key importance to the question asked.
Overall I was happy with how it went.
The key points that I focused on were:
The District Director as Presiding Officer needs to be ready for this marathon meeting.
Pre planning is key to successful run meetings. This starts weeks in advance.
Troubleshooting as to what might go wrong, what questions might be asked, what particular agenda items to focus on a bit more.
Focus on the two big ticket items -The alignment report and elections.
The importance of a detailed script to guide the District Director through the meeting is key.
Four key members of the preparation team are the Election Manager, Credentials Chair, Admin Manager and Parliamentarian. The week or so beforehand do a run through with all DLT team, zoom team and any other role-players.
Important advice for maintaining decorum when tensions run high during a meeting:
• Keep calm, try not to get rattled.
• Remind members to address the chair.
• For/Against- alternative views
• Remind assembly of standing rules, e.g. time limit per speaker.
• Debate must be germane to question. Personal attacks are out of order.
• Also remind the offenders of the core values – Integrity, respect, service, excellence
• Use the motion – recess if it is getting out of hand.
• Confusion often breeds anger. Before a heated vote, clearly state what is required to pass.
• Rap the gavel to bring discussion back on track.
Who from your club can attend:
Your club is represented by the President and VPE. Both carry your club vote. If the President cannot attend then the VPE can cast the two club votes and visa versa. Consult with your club as to how it would like you to vote on important matters.
What are the big ticket items on the agenda:
The most time consuming items are Alignment and Elections. By now you should have received the alignment report. If you have any issues regarding the report please consult your area director.
Candidate elections for the District Leadership Team also take place.
You should have received details on how to vote from our election manager Nick Collins. You will also receive a test vote on the week of the council meeting. Please keep an eye out for this. It may go into your spam so be aware of this. It is important that you try out the test vote when it arrives as all voting on the day of the council meeting will be by electronic meant. If you have any technical issues Nick will help resolve them for you.
Register on time to attend the council meeting as this will be a big help to our credentials manager Pauline McCabe. Registration closes on the 7th May and the Council Meeting is on the 10th May. You can attend the meeting either in person or online.
Read up on all relevant documentation relating to the meeting and come prepared. If you need clarity on any issue relating to the meeting please reach out to someone on the DLT, your Area or Division Director.
Finally don’t forget your own club Officer Elections. This should happen during the month of May. Appoint your leadership Chair now to take care of this. Please see the Club Leadership Handbook of more information or you can reach out to me on any Parliamentary issues you may have.
Thank you for reading this ang good wishes for the rest of the season.
Larry Lyons District 71 Parliamentarian
tmpptraining@gmail.com
https://content.toastmasters.org/image/upload/1310-club-leadership-handbook.pdf
