Protocol of the Budapest Toastmasters Executive Committee Meeting Time: Wednesday, July 6th, 2011, 6:00-8:00PM Location: Sikergarancia

Kft. 1094 Budapest T zolt utca 59. (2nd floor) Attendees: Anna Laszl, Istvn Szurop, Balzs Kuzsel, Imre Pkozdi, Attila Szab , Peter Fekete Bea Bince, David Saddington, Hans Peterson, Andrs Barth Guest: Daniel Farag Absent: Istvn Grafjdi

Item #

Topic Opening, confirm agenda, review TM Promise, agree officer training date Resolution (Res):

Responsible

1 The officer training will be on July 20, 2011, 6:00 pm to 9:00 pm at Sikergarancia Kft. Toastmasters Promise review postponed to officer training. Quick check on officer roles & responsibilities, agree covering for each other, status of handovers Res.: Minutes of meeting: written by the Secretary, confirmed by the President, signed by both and kept in a printed version. 2 Res.: Committee accepted Davids proposal to upload EXCO minutes to a password protected area of the new website. Res.: Peters proposal has been accepted for Imre as Secretary to maintain a company book with the important documents of the club in it such as the Constitution, Official founding papers, AGM and EXCO meeting minutes. Peter offered his help to get previous records from former secretaries Marya and Jacques. Review Toastmasters meeting protocols: agenda, name tags, list of attendance, leadership track evaluations, briefing people in meeting roles on expectations Res: Agenda item postponed to next EXCO meeting. Andras

Imre

David

Imre

Andras

Status and ordering of supplies, who holds the banner, carrying props, making and uploading videos. Res: Attila as VP Hospitality is responsible for ordering of props and ballotsheets. He should order from the Toastmasters Webshop. Know-how at Hans, first order to be done also by him, as Attila goes on holiday. Res.: EXCO members to send ordering needs to Hans by Monday so that he can place the order. Res.: Attila is also to make sure that props are always present at the Exxon and California Coffee Shop meetings. He will carry the props to CEU, his substitute is Andras when Attila can not attend. Peter highlighted that we are guests at CEU and we should limit the extraordinary requests such as borrowing a projector. He offered to speak to Judit Mandy to make sure that the Toastmasters meetings are officially booked between 6:30pm and 8:30pm. Res,: Hans volunteered to hold the banner and bring it to more formal occasions and meetings. Res.: Access to Vimeo has been shared so whoever shoots a video at a meeting can upload it to the video sharing site. Login: budapesttoastmasters@gmail.com Password: CompComm Res.: Privacy questions related to video sharing have been discussed with the resolution for the Committee to prepare a privacy policy in the coming months. Res.: In the meantime the Toastmaster of each meeting should highlight to participants that they can opt-out of their videos being published. (Anna to explain this to people fulfilling Toastmaster roles.) Res.: Istvan is also to send out a one-off email explaining the opt-out nature of video sharing process. PR way of working of internal and external communications 5 Res: EXCO supported Istvn Szurops proposal to send out a weekly newsletter on Fridays and send reminders before scheduled meetings. Data flow of online speaking and meeting role applications, new enquires, speaking schedule who needs to see what? Res.: Information has been provided to David on who needs to see the incoming applications. EXCO supported Davids proposal to develop a consolidated application process incorporated into the new website. Istvan Szurop Andras Attila

Hans

Attila

Peter

Hans

Anna

Istvan Szurop

David

Who needs access to the various IT tools (website, Facebook, Vimeo, officer email addresses), identify potential training needs Res.: Information has been provided to David on who needs access to the website and Facebook. Vimeo access has already been shared with all EXCO members. 7 Res.: The Committee thanked David for the development of the new website and asked him to finalize it and move the ownership of the currently used .org and .com domains to the club. The EXCO asked David to finish this work by 15 July as this will also solve the issue around the officer email addresses, which have not been working for weeks. Hans offered his help to liaise with Steve Carlson who was administrator of the .org domain. Decide on ceremony for recent awards, and date for potential social get-together Res.: The EXCO accepted Peters proposal that we organize a social event at the end of September. This is most likely to be a speech competition however a less formal one than the ones we held at Beke hotel. Attila accepted ownership for organizing the event and Peter offered his help to support Attila in this project. 9 Res.: The EXCO accepted Andrass proposal to hold a short celebration ceremony to recognize achievements of our members who earned CC, Bronze or Silver awards recently. Res.: The EXCO accepted Hanss proposal to do a formal installation ceremony of the new Committee at the same meeting, which will be held on 25 July. Res: Our next meetings: July 20 (officers training) and August 24. Central European Toastmasters event in September. The Bratislava Club applied for the right to organize it. They also applied for EUR 5000 (to whom?) 10 Res. The EXCO has expressed support for the event and asked Peter to check with Bratislava whether the grant has been won. Peter David

David

Hans

Attila

Andras

Hans

Andras