Sergeant at Arms Club Officer Training Jason Finks ACB, ALB

Overview Big Picture of Toastmasters How does the Sergeant at Arms (SAA) contribute to club success? SAA Roles, Responsibilities & Resources Before, During & After Meetings The Executive Committee What To Do Next

Session Objectives After this session, you should be able to… Describe your functions and responsibilities within the club as part of the club executive committee Find resources that help Identify opportunities beyond the club

The Club Mission To provide a mutually supportive and positive learning environment To provide opportunities to develop oral communication and leadership skills To foster self-confidence and personal growth

The Big Picture Members determine their personal goals Clubs match those goals with club goals Clubs are supported by a hierarchy of other experienced Toastmasters

Anatomy of a Club

SAA Role Discussion Questions What is the essence of the SAA role in your opinion? What does your former club SAA do that you would like to continue? What could use improvement? Roles & Responsibilities: club property, coordinate & prepare meeting site, welcome those attending, gavel-in meetings

Origins & The Modern SAA bodyguards, armed enforcers From Latin for: servant Modern Times-used in formal groups to: Keep order, maintain security Help visitors & control access Perform ceremonial roles Care for ceremonial items Origins: thought by some to have originated in Roman times, fist literary use 13th century, in medieval times, SAA were armed attendants to rulers, or armed to maintain order in a group, body guards, protective duties The word sergeant is thought to come from a latin word that means to serve. Modern: In legislative bodies the SAA is typical charged with: keeping order, care of ceremonial items, security, some administrative tasks, helping visitors, ceremonial roles, committee responsibilities, access control, to assist with practical operational details

SAA Definition “The sergeant at arms is responsible for club property management, meeting room preparation, and hospitality. The sergeant at arms chairs the social and reception committee.”* *From the Club Constitution and Standard Bylaws of Toastmasters International

SAA Responsibilities We’ll discuss thing you should consider doing before, during, after and between you club meetings.

Before Club Meetings Reserve and confirm meeting location. Ensure there are club supplies. Set up room, equipment and banner. Greet members and guests. Arrange for guests to sit with members. Escort visiting officers to the club president. Have a plan for late arrivals. Ensure the meeting starts on time.

During Club Meetings Welcome late arrivals & help them find a place to sit. Coordinate food service, if any. Collect ballots and tally votes for awards. Be prepared to serve as a functionary.

After Club Meetings Return room to original configuration. Check supply inventories. If inventory is low, ask to order more. Ensure equipment is in working order. Pack up and store materials & property. Clean-up.

Between Meetings Attend executive committee meetings. Arrange for a replacement if absent. Arrange for food service when needed. Participate in club committees as needed. Serve as a mentor as needed. Schedule meeting location. Check the club timeline (Club Leadership Handbook, p.18). Prepare your successor. Time line starts on page 18 of CLH

The Club Timeline

Special Events Club Speech Contests Membership Drives & Events Officer Elections & Inductions Discuss some of the responsibilities associated with special events

The Executive Committee Creates a club budget Completes a Club Success Plan (DCP goals) Creates and oversees committees CLH p.11 Distinguished Club Program

Executive Committee - Your Responsibility Update the executive committee on the club meeting space status. Work to coordinate meeting space. Chair social and reception committee. Replace items as needed.

Getting Started Review training materials. Read Club Leadership Handbook p.40-42 Meet with previous SAA. Meet with executive committee. Introduce yourself to meeting space contacts. Recruit volunteers. Start the “Between Meetings” Checklist

Additional Resources Toastmasters International Website: Governing Documents: www.toastmasters.org/policies Distinguished Club & Club Success: www.toastmasters.org/1111 Distinguished Club Program Goals: www.toastmasters.org/1111C Reports Dashboard: www.toastmasters.org/distinguishedperformancereports Ballots & Brief Evaluations: www.toastmasters.org/163 Club Leadership Manual: www.toastmasters.org/1310 My contact information: jfinks@missouricollege.edu Cell: (785)766-0061

More Opportunities District Training Events Conferences Visit Other Clubs Speech Contests at Area, Division & District

Last Check Did you complete registration form? Do you have your completion form? Did you share contact information? Any questions or comments? Thanks for attending.

This concludes the session. Club Officer Training