Club Manual

Welcome to South County Toastmasters!

Congratulations on your decision to join one of the world’s leading Toastmasters Clubs! South County Toastmasters has been recognized repeatedly as one of the organization’s best clubs by Toastmasters International. Our members have won numerous area, division and district speech contests. You will find that South County Toastmasters are friendly men and women from a wide range of occupations who are committed to improving their own communication and leadership skills but are equally interested in helping others.

This manual has been prepared to assist you in understanding the Toastmasters organization and to acquaint you with South County Toastmasters. We will help you achieve your communication and leadership goals. The Toastmasters way is to “Learn by Doing.” By participating in club meetings, we improve our listening, thinking and speaking skills, while building self-confidence. You will receive the benefits of being a Toastmaster only if you participate fully in meetings. “Learn by doing” means that we strive to do our best at every meeting.

Your Mentor/Coach

Your Mentor is ______________________________________________________

Phone Number _____________________   Email  __________________________

While all South County Toastmasters will be supporting your self-improvement efforts, your Mentor is your primary resource person. Your Mentor will encourage and help you as a new Toastmaster and is your personal link with the club. Ask your Mentor about club policies, meeting roles, and educational objectives. It is your Mentor’s responsibility to help you prepare to speak and to understand the workings of the club.

Duties of Your Mentor

  • Calls to provide encouragement and advice.
  • Sits with you at meetings to answer questions about how the club works.
  • Learns about your needs and reasons for joining the club.
  • Assists in preparing the Ice Breaker Speech.
  • Helps in assigned meeting roles.
  • Provides an additional evaluation for the first several speeches.
  • Gives positive encouragement.

Your Mentor is available to assure your successful entry into Toastmasters and will help you progress.

Your first speaking project is called an Ice Breaker Speech. You will be scheduled to give this speech in the next thirty days. The directions and objectives for the Ice Breaker are found at the end of this manual. Work with your Mentor in preparing your first Toastmaster speech.

Welcome, Toastmaster!  We look forward to hearing from you!

Facts About South County Toastmasters

  • South County Toastmasters is part of the world’s largest and most widely recognized organization devoted to improving communications skills—Toastmasters International.
  • The club meets every Wednesday. Meetings begin promptly at 6:00 PM and end just as promptly at 8:00 PM.
  • All meetings are at the Sunset Hills Community Center, 3915 S. Lindbergh, Sunset Hills, MO 63127. We are also on Zoom as a hybrid club. Email for meeting and Zoom information.
  • Dues are paid prior to April 1 and October 1 each year. New member dues are prorated depending on the month the membership application is received.
  • Members participate in club meetings with speaking assignments and other meeting roles as scheduled by the Vice President Education.
  • Toastmasters can participate in Contests with other clubs, demonstrating skills in Evaluation, Speaking, Humor, and Tall Tales.
  • Toastmasters receive The Toastmaster, a monthly magazine providing more information on becoming a better speaker.

South County Toastmasters Benefits and Responsibilities


  1. A unique means of learning and improving your communication and leadership abilities within an atmosphere of fellowship and fun with your fellow club members.
  2. Unlimited opportunities for personal and professional advancement based on improved abilities and expanded experiences.
  3. Experience in leadership development through training and involvement.
  4. Professionally prepared educational materials and resources on speaking, listening, parliamentary procedure, audio-visual techniques and conference and meeting procedures.
  5. The Toastmaster magazine every month. The Toastmaster provides new insight on communication techniques, ideas and opinions.
  6. A member-maintained website ( providing up-to-date information regarding South County Toastmasters activities. The website contains information on member resources (including contest forms and rules, camera operation instructions, the club manual and constitution and by-laws), photos of Toastmaster events, examples of members’ speeches, and the monthly schedule.
  7. Increased confidence, ability to organize logical thoughts and present them self-assuredly, and a better understanding of human relations.
  8. A personal mentor assigned to help you through your first six months of membership.
  9. Affiliation with one of the top clubs in an internationally renowned educational organization.


  1. Assist fellow members in developing their communication and leadership abilities as you develop your own.
  2. Contribute as a Toastmasters team member. We are consistently the best club in the district because of the activities of our members. An organization can do great things when all members pull together as a team. We ask that you accept committee assignments, make suggestions and consider becoming an officer to help our club continue its high standard of excellence.
  3. Share your Toastmasters experience by telling others about the program, bringing them to meetings and inviting them to join.
  4. Attend meetings. You cannot gain anything from us, nor can we benefit from you, unless you attend meetings. We encourage your attendance at all meetings even when you are not scheduled on the program.
  5. Perform your scheduled assignments. The Toastmaster’s motto is, “We learn by doing.” If you don’t fulfill your assignment, you do not learn, and you disrupt the program. If you are not able to perform as assigned, get a fellow member to take your place and notify the Toastmaster or the General Evaluator for that week, depending on your assignment, about the change. Should you plan to be absent for a period of time, advise the Vice President Education so your name can be omitted from the schedule.
  6. Do your best. No one in Toastmasters is expected to be perfect. We are all learning and improving. It is important that you prepare for each assignment. You will benefit from Toastmasters in direct proportion to the amount of effort you put forth.
  7. Dress in a manner that is consistent with the professional environment of our club.
  8. Adhere to the norms of good taste. No material should be presented that could be offensive to any member. When in doubt, ask your mentor.
  9. Have Fun! The founder of Toastmasters, Dr. Ralph Smedley, said, “We learn best in times of enjoyment.” We agree! Our meetings are upbeat and our members are optimistic. We ask you to contribute to our positive meeting atmosphere.

Table of Contents

South County Toastmasters Distinguished Club Program Awards. 17

South County Toastmasters Presidents. 18

Club Meetings.. 19

Meeting Roles.. 20

Toastmaster of the Evening. 20

General Evaluator 21

Table Topics Master 22

Speaker 22

Evaluator 22

Time Keeper 23

Ah Counter 24

Vote Counter 24

Grammarian. 24

Invocator 25

Joke Master 25

Camera Operator 25

Hot Seat 25

Competent Leader Evaluator 25

Membership.. 25

Summaries, Forms and Scripts.. 26

Toastmaster’s Duties. 26

Toastmaster’s Report (form) 27

Notes for the Toastmaster 29

General Evaluator’s Agenda (form) 30

Notes for the General Evaluator 32

Time Keeper Duties and Light Procedures. 33

Time Keeper’s Report (form) 35

Vote Counter Duties & Sheet 36

Speaker Information (form) 37

Secretary’s Form for Minutes (form) 38

South County Toastmasters Meeting Format 41

Toastmaster Outside Activity Report (form) 44

South County Toastmasters. 45

Applicant Data Sheet (form) 45

Inducting New Members. 46

The Mentor/Protégé Relationship. 47

Script for Inducting New Members. 48

List of Revisions for the Club Manual 50

Pathways – The Toastmasters Educational Program

Pathways is the Toastmasters International learning program.  Pathways is designed to help you build the skills you need to communicate and lead. It is comprised of 10 paths that teach more than 300 unique competencies.

Each of the 10 paths is unique:

 Dynamic Leadership helps you build your skills as a strategic leader. The projects on this path focus on understanding leadership and communication styles, the effect of conflict on a group and the skills needed to defuse and direct conflict. These projects also emphasize the development of strategies to facilitate change in an organization or group, interpersonal communication and public speaking. This path culminates in a project focused on applying your leadership skills.



 Effective Coaching helps you build your skills as a positive communicator and leader. The projects on this path focus on understanding and building consensus, contributing to the development of others by coaching and establishing strong public speaking skills. Each project emphasizes the importance of effective interpersonal communication. This path culminates in a “High Performance Leadership” project of your design.

 Innovative Planning helps you build your skills as a public speaker and leader.  The projects on this path focus on developing a strong connection with audience members when you present, speech writing and speech delivery. The projects contribute to building an understanding of the steps to manage a project, as well as creating innovative solutions. This path culminates in a “High Performance Leadership” project of your design.



 Leadership Development helps you build your skills as an effective communicator and leader. The projects on this path focus on learning how to manage time, as well as how to develop and implement a plan. Public speaking and leading a team are emphasized in all projects. This path culminates in the planning and execution of an event that will allow you to apply everything you learned.



 Motivational Strategies helps you build your skills as a powerful and effective communicator. The projects focus on learning strategies for building connections with the people around you, understanding motivation and successfully leading small groups to accomplish tasks. This path culminates in a comprehensive team-building project that brings all of your skills together—including public speaking.



 Persuasive Influence helps you build your skills as an innovative communicator and leader. The projects on this path focus on how to negotiate a positive outcome together with building strong interpersonal communication and public speaking skills. Each project emphasizes developing leadership skills to use in complex situations, as well as creating innovative solutions to challenges. This path culminates in a “High Performance Leadership” project of your design.



 Presentation Mastery helps you build your skills as an accomplished public speaker. The projects on this path focus on learning how an audience responds to you and improving your connection with audience members. The projects contribute to developing an understanding of effective public speaking technique, including speech writing and speech delivery. This path culminates in an extended speech that will allow you to apply what you learned.



 Strategic Relationships helps you build your skills as a leader in communication. The projects on this path focus on understanding diversity, building personal and/or professional connections with a variety of people and developing a public relations strategy. Communicating well interpersonally and as a public speaker is emphasized in each project. The path culminates in a project to apply your skills as a leader in a volunteer organization.



 Team Collaboration helps you build your skills as a collaborative leader. The projects on this path focus on active listening, motivating others and collaborating with a team. Each project contributes to building interpersonal communication and public speaking skills. This path culminates in a project focused on applying your leadership skills.



 Visionary Communication helps you build your skills as a strategic communicator and leader. The projects on this path focus on developing your skills for sharing information with a group, planning communications and creating innovative solutions. Speech writing and speech delivery are emphasized in each project. This path culminates in the development and launch of a long-term personal or professional vision.

As you progress through Pathways, you will:

  • Practice and improve your communication and leadership skills.
  • Give speeches in your club based on assignments in Pathways.
  • Challenge yourself to build and refine certain competencies and skills.
  • Complete a range of projects that include persuasive speaking, motivating others, creating a podcast and leading a group in a difficult situation.

Develop real-world, transferable skills in many different areas through Pathways—communication, leadership, management, strategic planning, service to others, public speaking and more.

Achievement and Awards

In Pathways, you are recognized for every achievement and milestone you and your club reach. Whether you choose to explore one path or several, every step you take will be supported and celebrated along the way.



Earn digital badges on Base Camp to show fellow club members all you’ve done. Receive a path badge when you finish a path. Every time you complete a level, you’ll receive level badges signifying your achievement. Each path is made up of five levels.  You can also award feedback badges to recognize members of your club.


Receive digital certificates whenever you reach important milestones in Pathways. Print your certificates from Base Camp, and when you complete a path, you can request a printed version from World Headquarters.

Employer Letters

Let your employer know about your achievements with official letters sent from Toastmasters. This is a great way to show them the commitment you’ve made toward personal growth. Employer letters can be requested when you complete Level 3, Level 4 or Level 5 in a path.

An Email from the International President

Enjoy a celebratory email from the International President congratulating you on your success when you complete a path. You may also request a printed version of this commemorative message from World Headquarters.

Path Completion

Proudly receive the accolade of Proficient for each path you complete. For example: “Toastmaster Sara completed the Motivational Strategies learning path and is now Motivational Strategies Proficient.”


Distinguished Toastmaster

Why stop at one path? Journey beyond being Proficient and receive the Distinguished Toastmaster award (DTM). This is the highest individual honor you can achieve in Pathways. Earn your DTM when you fulfill the following requirements:

  • Completing two paths
  • Serving as a club officer for 12 months
  • Serving as a club mentor or coach
  • Serving as a club sponsor or conducting Speechcraft or a Youth Leadership Program
  • Serving as a district officer for one year
  • Completing DTM project

Getting Started

Log into the Toastmasters International website and take the assessment to help you choose a path.  Upon completion, it will recommend three possible paths that might be a good fit for you.  It is still your choice which of the ten paths is right for you.  Select your path and enter Base Camp to get started with your first project.  Base Camp is the portal for tracking your progress.

Success in Pathways

The Vice President of Education will assist you in succeeding in Pathways by scheduling speeches, answering questions and helping with award submissions.  Your Mentor can also guide you in completing the Educational Program, providing advice on performing speeches and encouraging you.

Your First Project

No matter which path you choose, your first project will be the Ice Breaker.  The Ice Breaker will be your first speech introducing yourself to the club.  Following is the Ice Breaker project checklist, speech outline worksheet and evaluation form.  Bring a copy of the evaluation form for your evaluator to complete when you give your Ice Breaker.

Accredited Speaker Program

Toastmasters International has a special program which recognizes those members who have professional-level speaking skills. The Accredited Speaker Program is not for everyone. Only a handful of Toastmasters have what it takes to become Accredited Speakers. Less than 25 percent of those who apply for the program become Accredited Speakers. The program is conducted annually. To qualify as an Accredited Speaker, an applicant must be a current member of a Toastmasters Club. He or she also must have achieved at least the Advanced Communicator Bronze or Advanced Toastmaster Bronze or Able Toastmaster award and have had a minimum of 25 speaking engagements to non-Toastmasters audiences within three years of application date. Five copies of letters of acknowledgment or appreciation from any of the 25 engagements must be provided as documentary evidence of successful presentations. In addition, applicants must pass a rigorous two-stage judging process. If you believe that you have professional-level speaking skills, call or write World Headquarters for the Accredited Speaker Program brochure and application. Deadline each year for entries is November 1. The Accredited Speaker designation is a difficult but rewarding goal to achieve. It is evidence of your aspiration to become a professional speaker.


Each year, the club holds several contests to provide an opportunity for speakers to improve their speaking abilities and to recognize the best performers as encouragement to all. Winners of the club contests progress to competitions at the Area, Division and District. The winner of the District International Speech Contest progresses to the Regional Competition, and if successful, to the contest at the annual Toastmasters International Convention.

Each February, the club holds its International Speech Contest, providing members an opportunity to present an original speech on a topic of the speaker’s choice. At the same time, the club holds an Evaluation Contest, encouraging members to improve their critiquing and mentoring abilities. Each August, the club sponsors a Humorous Speech Contest and a Table Topics Contest. Rules for each of these contests are provided by the club officers prior to the contest date. Members are encouraged to participate in contests as an additional opportunity to further develop communications skills.Toastmasters International and South County Toastmasters

A Brief History of Toastmasters International

The first  Toastmasters club was formed in October 1924, when a group of men assembled by Dr. Ralph C. Smedley met in the basement of the Santa Ana, California YMCA to form a club “to afford practice and training in the art of public speaking and in presiding over meetings, and to promote sociability and good fellowship among its members.”  The group took the name “Toastmasters.”  A year later, a second club was started in Anaheim, California, followed by a third in Los Angeles. By 1930, it was apparent that a federation was necessary to coordinate activities of the clubs and to provide standard methods. After formation of a club in New Westminster, British Columbia, Canada, the group became known as Toastmasters International. Growth was slow during the early years, but the number of clubs increased steadily. Since the Toastmasters organization began, more than three million men and women have benefited from its communication and leadership programs.

The forerunner of today’s Communication and Leadership program, Basic Training, was introduced in 1942 and has been expanded and updated many times since then to keep abreast of the times and members’ needs. Membership in Toastmasters International increased rapidly after the end of World War II, and by 1954 the number of Toastmasters clubs had approached 1,500. Gavel clubs were formed in 1958 to accommodate groups wanting Toastmasters training but which were not qualified for Toastmasters membership. These clubs provide communication and leadership training in correctional institutions, hospitals and schools. In 1966, the Youth Leadership Program, for young people in junior and senior high school, was added to the list of established community programs being presented by Toastmasters.

In 1962, World Headquarters offices were moved to a new building in Santa Ana, California, not far from where the first club began. In 1973, Toastmasters club membership was opened to women, enabling them to benefit also from self-development in communication and leadership. In the same year, a comprehensive listening program was introduced to further help members develop their communication skills. The following year saw a celebration of the organization’s first 50 years and the promise of an even more successful second half-century.

Newer programs, including the Advanced Communication and Leadership Program, Success/Leadership Series, self-study cassette tape programs, and in 2006, a new Leadership program, were added to augment the Communication and Leadership program. Growth in the number of new clubs, especially in the corporate sector, reached new highs in the late 1970s with the number of clubs approaching the 4,000 mark. Throughout the 1980s, Toastmasters International established itself as the undisputed world leader in public speaking training. In 1990, World Headquarters moved to Mission Viejo, California, to accommodate rapidly expanding operations. With approximately 8,300 clubs in 70 countries, Toastmasters International is continuing its drive to make effective communication a worldwide reality.

You can contact Toastmasters International at:

PO Box 9052, Mission Viejo, CA 92690.


FAX 949-858-1207

Toastmasters International History by Date

October 22, 1924        The first meeting of the Number One Toastmasters club in Santa Ana, California.

January 19, 1926         The second Toastmasters club is chartered — in Anaheim, California.

August 11, 1927         Representatives of five Santa Ana Toastmasters clubs plan the formation of a “Federation of Toastmasters Clubs.”

October 25, 1928        First Manual for Toastmasters Clubs, copyrighted by Ralph Smedley.

October 4, 1930          The name Toastmasters International is adopted and officers are elected.

October 4, 1930          Publication of The Gavel, the first Toastmasters magazine.

December 19, 1932     Toastmasters International incorporated.

April 1933                   First issue of The Toastmaster magazine.

January 9, 1933           First Toastmasters club outside of California established in Seattle, Washington.

July 6, 1935                 District organization is instituted, starting with District 1 of Southern California.

January 29, 1938         Charter No. 100 presented to the Century Toastmasters Club in Santa Ana.

August 1938               Inter-Club Speech Contest started. First winner: Henry Wiens of Reedley, California.

July 1946                     District 18 of Scotland becomes the first district outside the United States.

1948                            First TI Articles of Incorporation and Bylaws are published.

1950                            The first “Certificate of Achievement” is issued for the new advanced course, Beyond Basic Training.

June 1951                    First Regional Conference is held in Des Moines, Iowa.

October 27, 1962        Dedication of new World Headquarters building in Santa Ana, California.

March 1963                 A district awards program is adopted, the precursor of the later Distinguished District Program.

1964                            The first Able Toastmaster Award (ATM) is issued.

1968                            The first Competent Toastmaster Award (CTM) is issued for completing Basic Manual.

August 1969               Communication and Leadership Manual introduced at the International Convention in Cleveland, Ohio.

1970                            The first Distinguished Toastmaster (DTM) award is issued.

August 1973               Membership opens to women.

1978                            The multi-manual Advanced Communication and Leadership Program is introduced.

1979                            The first two Success/Leadership Programs are introduced.

1981                            The Accredited Speaker Program begins.

October 1982              Membership reaches 100,000.

  • The Communication and Leadership Program manual is revised, and two new educational awards are introduced: the ATM Bronze and ATM Silver.

April 1989                   Membership reaches 150,000.

July 1989                     The Distinguished Club Program, Distinguished Area Program and Distinguished Division Program are introduced.

June 1990                    World Headquarters moves to Rancho Santa Margarita, California.

January 1993               Toastmasters International charters its 8,000th club.

June 1993                    The High Performance Leadership Program is introduced.

January 1997               The revised Communication and Leadership Program manual is introduced.

July 1997                     An improved two-track educational recognition system begins. The communication track includes the CTM, Advanced Toastmaster Bronze, Advanced Toastmaster Silver and Advanced Toastmaster Gold Awards. The leadership track includes the Competent Leader and Advanced Leader awards. Requirements for the DTM awards also change.

January 2006               New leadership awards programs are introduced and educational awards are renamed in order to distinguish between speech programs and leadership programs. The purpose is to strengthen leadership training and make all educational designations in the communication and leadership tracks clearer and more meaningful.

June 2007                    Toastmasters International charters over 5,000 corporate clubs.

June 2009                    Toastmasters International charters its 12,500th club. Membership reaches 250,000 in 106 countries.

July 2009                     The Toastmasters Learning Connection (TLC), an e-learning education platform, is launched.

District 8

South County Toastmasters is a part of Toastmasters International District 8. The District includes portions of Illinois and Missouri with almost 100 clubs and 2,100 Toastmasters. The District is led by officers who are elected each year by the clubs in the District. These officers include a District Governor, Lt. Governor for Education and Training, Lt. Governor for Marketing, a Public Relations Officer, Secretary, and Treasurer. The District is subdivided into Divisions and Areas, which are led by Division Governors and Area Governors.

Club Officers

The Club elects officers for six month terms, beginning each January 1 and July 1. An executive committee meets monthly and handles most of the business of the club. This committee consists of all elected officers and the immediate past president. The officers are:

  • President – Responsible for general supervision and operation of the club. Leads club meetings and represents the club at District meetings.
  • Vice President Education – Plans club meetings, including monthly schedule of meeting roles, conducts meetings in the absence of the President, and encourages members to participate in the Toastmaster International Educational Program and contests.
  • Vice President Membership – Directs membership recruitment efforts. Greets guests and provides information on joining the club.
  • Vice President Public Relations – Promotes the club in local media.
  • Secretary – Maintains the membership roster, files reports and keeps club meeting minutes.
  • Treasurer – Prepares a club budget, bills and collects dues, pays bills and maintains financial records.
  • Sergeant-at-Arms – Arranges for set-up of equipment for meetings, greets guests and orders supplies necessary for meetings.
  • Officer-at-Large – Assists the other officers in the governance of the club.

A more complete description of job duties can be found on the website.

The History of South County Toastmasters

South County Toastmasters held its first meeting in October of 1974. It took a full year for the club to charter on October 6, 1975, but since then the club has established an enviable record of achievement.

  • We have been a President’s Distinguished Club 18 times.
  • In 1996, we were ranked the Second Best Toastmasters Club in the world.
  • We were a President’s Top Ten Club in 1979 and 1981. This means we were rated one of the top 10 Clubs out of 5,000 clubs in all of Toastmasters International.
  • We were the Best Club in district 8 in 1979, and each year from 1981-1990.
  • We recruited the most new members of any club in the district in 1979 and 1980.
  • We were the Most Improved Club in the district in 1979, winning the P.J. Hill award.
  • We won the district Humorous Skit contest in 1976, 1980 and 1981.
  • On four occasions our club had the District Outstanding Toastmaster.

Diane Reeve  1979 – 80                      Howard Brandt  1980- 81

Phil Vonderhaar  1981 – 82                Bob Chunn  1984 – 85.

  • South County Toastmasters has sponsored eight Clubs in the district:

Blue Chip 5919                                   Capital T 4938

Concordia 5920                                  Downtowners 4502

General American                               Jeffco Challengers 9903

Pet Toasties                                         Shawnee 5048

  • A member of our club, Phil Vonderhaar, was District 8 Governor during 1980 – 81
  • In 1996, our club was ranked #2 in all of Toastmasters International.
  • Club members have won numerous contests at Area, Division, and District levels.
  • In 2000, Kelly Standing Regnier competed at the Region V International Speech Contest, after winning the Club, Area, Division and District contests.
  • In 2001, Kelly Standing Regnier also won the Region V International Speech Contest and competed at the World Championship of Public Speaking as one of the nine best speakers in the world.

Currently more than 50 ribbons of recognition hang from the South County banner. No other club in the district has been so honored. We have been successful because we use the “Club Management Plan” and have worked hard to keep the club standard of excellence high. We hope this information will give you a feel for some of the background of South County Toastmasters. This is a club filled with winners, achievers, and goal setters, and now you are a part of us!

With your help and support, we will continue our record of achievement.

South County Toastmasters Distinguished Club Program Awards

1976 – 1977……………………… Distinguished Club

1977 – 1978……………. Select Distinguished Club

1978 – 1979……………. Select Distinguished Club

1979 – 1980……………. Select Distinguished Club

1980 – 1981…….. President’s Distinguished Club

1981 – 1982…….. President’s Distinguished Club

1982 – 1983…….. President’s Distinguished Club

1983 – 1984…….. President’s Distinguished Club

1984 – 1985…….. President’s Distinguished Club

1985 – 1986…….. President’s Distinguished Club

1986 – 1987…….. President’s Distinguished Club

1987 – 1988…….. President’s Distinguished Club

1988 – 1989…….. President’s Distinguished Club

1989 – 1990…….. President’s Distinguished Club

1990 – 1991……………. Select Distinguished Club

1991 – 1992……………. Select Distinguished Club

1992 – 1993…….. President’s Distinguished Club

1993 – 1994……………. Select Distinguished Club

1995 – 1996……………………… Distinguished Club

1996 – 1997……………. Select Distinguished Club

1999 – 2000……………. Select Distinguished Club

2000 – 2001…….. President’s Distinguished Club

2001 – 2002…….. President’s Distinguished Club

2002 – 2003……………. Select Distinguished Club

2003 – 2004…….. President’s Distinguished Club

2004 – 2005……………. Select Distinguished Club

2005 – 2006…….. President’s Distinguished Club

2006-2007……………… Select Distinguished Club

2007-2008……………… Select Distinguished Club

2008-2009………. President’s Distinguished Club
2009-2010………. President’s Distinguished Club

2010-2011…………….. Select Distinguished C lub

2011-2012………. President’s Distinguished Club

South County Toastmasters Presidents

1975  Oct ‑ Dec…………………….. Howard Brandt

1976  Jan ‑ Jun………………………. Mike Schaeffer

1976  July ‑ Dec………………………………. Earl Ray

1977  Jan ‑ Jun …………………….. Mike Wiejaczka

1977  Jul ‑ Dec ……………………………. Don Keller

1978  Jan ‑ Jun …………………………….. Kay Ensor

1978  Jul ‑ Dec …………………………. Diane Reeve

1979  Jan ‑ Jun……………………….. Tony Ledesma

1979  Jul ‑ Dec…………………………. Nancy Kelley

1980  Jan ‑ Jun……………………………. Lin Midyett

1980  Jul ‑ Dec………………………… Keith Ponader

1981  Jan ‑ Jun………………………….. Diane Kohne

1981  Jul ‑ Dec……………………… Phil Vonderhaar

1982  Jan ‑ Jun……………………. Carl Hendrickson

1982  Jul ‑ Dec………………………. Larry Hamilton

1983  Jan ‑ Jun…………………………….. Bob Chunn

1983  Jul ‑ Dec………………………………. Joyce Fry

1984  Jan ‑ Jun……………………………… Tom Ferris

1984  Jul ‑ Dec…………………………. Nancy Kelley

1985  Jan ‑ Jun………………………….. John Brugere

1985  Jul ‑ Dec…………………………. Tom Krauska

1986  Jan ‑ Jun……………………… Sharon Maxwell

1986  Jul ‑ Dec………………………….. Ken Obrecht

1987  Jan ‑ Jun……………………… Tonya Ferguson

1987  Jul ‑ Dec…………………………… Ray Puckett

1988  Jan ‑ Jun…………………….. Keith Woodman

1988  Jul ‑ Dec…………………. Colleen Dougherty

1989  Jan ‑ Jun………………………. Mike Fitzgerald

1989 Jul – Dec…………………………….. John Walsh

1990 Jan – Jun………………………….. Theresa Dunn

1990 Jul – Dec…………………….. Sandy Cortapassi

1991 Jan – Jun…………………………… Valerie York

1991 Jul – Dec……………………………… J.D. Perper

1992 Jan – Jun……………………………. Anita Selley

1992 Jul – Dec………………………………. Jim Hertel

1993 Jan – Jun…………………………….. Jack Bettag

1993 Jul – Dec……………………………… Bill Collier

1994 Jan – Jun………………………….. Kelly Regnier

1994 Jul – Dec…………………………….. Eric Zuzack

1995 Jan – Jun…………………………….. Dan Corsair

1995 Jul – Dec……………………………. Paul Ederer

1996 Jan – Jun………………………………… Jim Salih

1996 Jul – Dec………………………. John Loderhose

1997 Jan – Jun………………………… George Parker

1997 Jul – Dec……………………………. Jim Noonan

1998 Jan – Jun……………….. Boobalan Elangovan

1998 Jul – Dec………………. Mary Ann Scheipeter

1999 Jan-Jun………………………….. Steve Winheim

1999 Jul- Dec……….. Pat Lofton and Jack Bettag

2000 Jan – Jun…………………………… Dick Shields

2000 Jul – Dec………………………… Tom McNeely

2001 Jan – Jun……………………. Steve Suellentrop

2001 Jul – Dec……………………. Dave Puettmann

2002 Jan – Jun…………………………… Mary Menke

2002 Jul – Dec………………………….. George Kiser

2003 Jan – Jun…………………………… Wallie Breig

2003 Jul – Dec……………………………. Jim Ruzicka

2004 Jan – Jun…………………………. Dave Domian

2004 Jul – Dec………………………….. Klaus Dobler

2005 Jan – Jun…………………………….. Jack Bettag

2005 Jul – Dec………………………. Howard Brandt

2006 Jan – Jun………………………….. Klaus Dobler

2006 Jul – Dec…………………….. Carl Hendrickson

2007 Jan – Jun ……………………………… Bill Collier

2007 Jul – Dec……………………………. Mark Roling

2008 Jan – Jun ………………………… Dee McAliney

2008 Jul – Dec……………………………… Steve Flick

2009 Jan – Jun ………………………………. Karl Beck

2009 Jul – Dec…………………………….. Rich Ulrich

2010 Jan – Jun …………………………….. Alan Kirby

2010 Jul – Dec……………………… Kevin Reichardt

2011 Jan – Jun …………………………. Kevin Wilson

2011 Jul – Dec…………………………. Kathy Denton

2012 Jan – Jun…………………………. Petrina Monti

2012 Jul – Dec………………………….. Steve Bettag

2013 Jan – Jun……………………………….. Jerry Paul

2013 Jul – Dec………………………….. Gina Willard

2014 Jan – Jun……………………….. Matt Ramshaw

2014 Jul – Dec………………………. Steve-Winheim

2015 Jan – Jun…………………………….. Jim Bubash

2015 Jul – Dec…………………………. Dave Domian

Club Meetings

South County Toastmasters meets on Wednesday evenings from 6:00 PM to 8:00 PM. An objective of the club is to begin and end meetings at the scheduled times.


  1. Invocation and Pledge of Allegiance.(6:00 PM)
  2. Business Meeting (15 minutes)
  3. Table Topics (end after 20 minutes or at 7:40 PM, whichever is earlier)
  4. Break (10 minutes)
  5. Scheduled Speakers (30-40 minutes)
  6. Evaluations (15-20 minutes)
  7. Joke Master (until votes are counted)
  8. Awards and Closing Comments (5 minutes)
  9. Adjourn (8:00 PM)

Club Standards

South County Toastmasters strives to maintain a standard of excellence at its meetings. Some of the ways we do this are:

  • Toastmasters can have a theme for the meetings with special nights and social evenings in keeping with the season or current events.
  • Fun. People join Toastmasters to learn and to better themselves. Learning is most effective when it is fun and exciting.
  • Time Limits. Time management is an important skill. With cooperation, we can complete the full meeting agenda within the two hour time limit.
  • Manual Speeches. We can best build our skills by using the Toastmaster International manuals for our speeches. The Communication Manual and advanced manuals provide a step-by-step approach to better public speaking with a variety of subjects.
  • Dress in a manner that is consistent with the professional environment of our club. When you dress well, you feel good about yourself and perform better. We encourage all members to dress appropriately for a business environment, even when they do not have an assigned role at the meeting.
  • Phones and pagers. Silence cell phones and pagers at the meeting. If you need to be contacted in an emergency, set your equipment to a non-audible signal (vibrate) or use voice mail. Do not let your cell phone or pager disrupt a speaker.

Each member can help achieve this standard of excellence. Prepare for speeches and assignments prior to meetings. Arrive on time. Perform your meeting role to the best of your ability. Help maintain South County Toastmasters as one of the best clubs in Toastmasters International.


Awards are made in several categories at each of our Toastmaster meetings. We encourage all members to vote for each of these performances. Do not vote for more than one performance on the same piece of paper. Our ballots have a section for voting for each of the awards. Sometimes we forget who has performed and as a result, do not vote for the person who did the best job. One suggestion to avoid this is to make a note of each person performing and rate them from 1 to 10. Then select the winner from your list. Only club members and other Toastmasters may vote.

Best Table Topics Speaker.

Did the participant demonstrate quick thinking and analytical ability?  Did they handle a difficult topic easily? Did they stay on the assigned topic? Did they use humor (if appropriate)? Did they stay within the qualifying time?

Best Evaluator.

Did the evaluator present both the speaker’s strengths and suggestions on how to improve?  Did they overlook any obvious errors, omissions, problems with distracting mannerisms or dress?  Did the evaluator “whitewash” the speaker?  Was the evaluation given in a manner that would help build the speaker’s confidence?  Did they stay within the qualifying time?

Best Speaker.

Speakers who give manual or educational speeches are eligible for this award. Did the speaker demonstrate self‑confidence and poise?  Did the speech show preparation? Was the material interesting and presented in a logical manner?  Were gestures and eye contact used?  Did the speaker adhere to the project’s objectives and the theme of the evening?  Was sufficient vocal variety used?  How was the grammar? Did the speaker stay within the required time?

Most Improved.

Toastmasters eligible for the award include all speakers and all Toastmasters who participated at the meeting. This category is not a vote for the second best speaker; rather, it is a vote for the person who has improved the most since their last performance in any category of participation by demonstrating preparation, attention to detail, self-confidence and poise.

Meeting Roles

The success of each meeting depends on the performance of the Toastmasters assigned to perform the roles at the meeting. Each successful meeting must have a Toastmaster, General Evaluator, Invocator, Table Topics Master, Speakers, Evaluators, Grammarian, Time Keeper, Ah Counter, Vote Counter, Camera Operator, Joke Master, and Hot Seat. Each Toastmaster is encouraged to review the responsibilities of their assignment before the meeting. The Toastmaster of the Evening and General Evaluator must contact all participants prior to the meeting to assure that all roles are filled. Toastmasters who cannot attend a meeting must get a replacement if they have an assigned role. All roles are critical to meeting excellence.

Toastmaster of the Evening

The role of Toastmaster is to act as a genial host and lead the meeting program, including introducing participants. Program participants should be introduced in a way that excites the audience and motivates them to listen. The Toastmaster creates an atmosphere of interest, expectation and receptivity. It is important to keep the meeting on time and moving briskly all evening. Our target for the meeting close is 8:00 PM. Generally, the time allotted for all speakers should total no more than 45 minutes. If a speaker plans to give an especially lengthy speech, work with the President to shorten the business meeting, or reduce the time for Table Topics or Evaluations.

Before the meeting.

At least three days prior to the meeting, the Toastmaster calls the Speakers, Invocator, Table Topics Master, Joke Master and Hot Seat to confirm that they will perform their assigned roles or have substitutes. If a scheduled participant has been unable to secure a substitute, try and get one yourself. Tell participants if you have a theme for the evening. Finally, call the General Evaluator and confirm that they have contacted the remaining participants.

When you arrive.

Arrive early to resolve last minute details and fill unexpected absences before the scheduled start. Complete a meeting agenda form and pass out the information forms to each speaker which should be returned to you prior to the end of the break.

At the meeting.

Preside with sincerity, energy and decisiveness. Take your audience on a pleasant journey and make them feel that all is going well. Always lead applause before and after Table Topics, each Speaker, the General Evaluator and the Joke Master. Remain standing at the lectern after introductions until each participant has acknowledged you and assumed control of the lectern. Use the Toastmaster’s Agenda to guide the meeting.

General Evaluator

The General Evaluator provides an analysis of the quality of the meeting by reporting on all aspects of the meeting, except the scheduled speeches (which have received individual evaluations). The purpose of the General Evaluator’s presentation is to encourage the club to achieve high standards in our meetings.

Before the Meeting

Call the Evaluators, the Grammarian, Time Keeper, Vote Counter and Camera Operator. Confirm that they will be at the meeting or have secured substitutes. Contact the Toastmaster and confirm the number of speakers and review any special needs for the meeting.

When You Arrive

Confirm that your team has arrived. Fill any unanticipated vacancies with members who have no meeting role. Assign an Evaluator to each Speaker. Give the names of each Evaluator to the Toastmaster of the Evening who will call on the Evaluators to read the Speaker’s objectives prior to each speech. Obtain a copy of the General Evaluator’s Agenda.

At the Meeting

Use the General Evaluator’s Agenda as a guide. Call on each Evaluator to present an analysis of the assigned Speaker’s presentation. After the individual presentations by the Evaluators, call for reports from the Time Keeper, the Grammarian and Ah Counter. Finally, present your evaluation of the meeting.

Table Topics Master

The Table Topics Master leads the portion of the meeting during which club members answer spontaneously. The Table Topics Master prepares a series of questions or topics and then calls on Toastmasters to answer the question or speak on the topic. The Table Topics Master should call first on members not scheduled to participate in other parts of the program, particularly the scheduled Speakers and Evaluators. Table Topics provides an opportunity for every member present to speak.

Before the meeting

Prepare interesting and challenging Table Topics questions, preferably on a single theme. Check with the Toastmaster of the Evening to see if they have a theme for the night and confirm which club members are scheduled as Speakers and General Evaluator for the evening. They will be excluded from Table Topics participation unless attendance is small. Generally, do not ask guests to participate in Table Topics. An exception would be Toastmasters visiting from another club. When in doubt, ask the guest if they would like to participate.

When introduced by the Toastmaster

Briefly state the purpose of Table Topics and set the stage for your presentation by explaining the theme of the questions (if any). Keep your portion short and to the point in order to allow participants more time. Announce the time limits of not less than one minute or more than two and one-half minutes.

State your first question concisely, pause briefly, and then call on a respondent. Give questions to Toastmasters at random, rather than going around the room. Continue asking questions until the Time Keeper indicates that the time allotted for Table Topics has ended. Usually, Table Topics ends after twenty minutes or at 7:40 PM, whichever comes first.


Each Speaker prepares either a manual or non-manual speech. Prior to the start of the meeting, the Speaker should let the Toastmaster of the evening know that he or she has arrived. In addition, the Speaker should fill out a Speaker Information form or bring a prepared introduction for the Toastmaster.


An Evaluator is assigned to each speaker and presents an evaluation of that speech. The Evaluator uses the speaker’s manual to make notes during the speech. The purpose of the Evaluation is to help the Speaker become a better Speaker. This requires that the Evaluator watch the Speaker’s gestures, mannerisms, and presentation style. Prior to the speech, review the objectives of the speech project in the manual. Read these objectives when called upon by the Toastmaster of the evening. During the speech, record your comments in the Speaker’s manual. When called upon by the General Evaluator, present your oral evaluation to the Speaker and the group. Praise successful techniques and actions. Offer constructive suggestions for improvement. Be a source of encouragement to the Speaker.

Time Keeper

The Time Keeper keeps track of the time for all segments of the meeting. Prior to the start of the meeting, set up the timing lights, get a Time Keeper’s Report form and test the stopwatch and lights. The Toastmaster will ask you to briefly explain the Time Keeper’s responsibilities at the beginning of the meeting. During the meeting, record times as required in the Time Keeper’s Report. At the conclusion of Table Topics, scheduled Speakers, and Evaluations, report times as requested by the Toastmaster or General Evaluator. Also report the times for the Business meeting, the break and other participants.

Business Meeting.

At 6:00 PM, sound the buzzer to notify the Sergeant-At-Arms to introduce the President. At 6:15 PM, turn on the red light to inform the President that 15 minutes have elapsed from the start of the business meeting. Record the time for the business meeting on the Time Keeper’s sheet.

Table Topics.

  • Turn on the yellow light at one minute.
  • Turn on the red light at two minutes.

Record the times of each speaker. Speakers who speak for less than one minute or over two and one half minutes are not eligible for Best Table Topics. Sound the buzzer to notify the Table Topics Master to end Table Topics after twenty minutes or at 7:40 PM, whichever comes first. When asked by the Toastmaster, announce the names of participants who are qualified for Best Table Topics award.


At the direction of the Toastmaster, time the ten-minute break. Sound the buzzer at the end of ten minutes.


The Toastmaster of the evening will notify the Time Keeper of the time requested by each speaker. (If Toastmaster fails to announce time requested when introducing the speaker, ask for the time.)  Record the time requested on the Time Keeper’s Report. Time each speaker using the lights to signal times as follows:

  • Turn on the green light at two minutes before the requested time.
  • Turn on the yellow light at one minute before the requested time.
  • Turn on the red light at the time requested by the speaker.

When asked by the General Evaluator, read the name of each Speaker, the time requested and the time actually used. Speakers are disqualified from the Best Speaker vote if they speak more than one minute over their requested time.


  • Turn on the yellow light at two and one-half minutes.
  • Turn on the red light at three minutes.

Record the times for each evaluator on the Time Keeper’s Report. To be considered for the Best Evaluator award, Evaluators must speak for more than one and one-half minutes but not more than two and one-half minutes. When requested by the General Evaluator, read the names of each Evaluator and whether each qualified for Best Evaluator.

Reporting times other than speeches:

Keep track of times taken by:

  • The General Evaluator (3 minutes allowed)
  • The Grammarian (2 minutes allowed)
  • The Ah Counter (2 minutes allowed)

Report the approximate times for the start of the meeting, the Business Meeting, Table Topics, the break, the Toastmaster, the General Evaluator, Grammarian and Ah Counter.

At the conclusion of the meeting, give the Time Keeper’s Report to the Secretary.

Ah Counter

The Ah Counter rings the bell and keeps a tally of the number of times club members use crutch or filler words such as “Ah,” “Uh,” “You know” and “Okay.”  Other crutch or filler words may include inappropriate interjections such as “And,” “Well,” “But,” or “So.”  Throughout the entire meeting, listen to everyone for crutch or filler words and record the number used. Ring the bell during the business meeting, Table Topics and the Evaluation portion of the meeting.

  • Do not ring the bell during the scheduled speeches.
  • Do not ring the bell when a guest is speaking.

Report the number of crutch words used during the meeting when requested by the General Evaluator.

Vote Counter

At each Toastmaster’s meeting, we recognize outstanding performances of our members in different categories, such as Best Table Topics, Best Speaker, Best Evaluator, and Most Improved. The job of the Vote Counter is to count the votes and then fill in the winner’s name on the ribbon. In the event that there is a tie, the Vote Counter casts the tie-breaking vote.


The Grammarian chooses the Word For the Evening, a word that can be easily incorporated into everyday conversation but is different from the way people usually express themselves. The purpose of the Word for the Evening is to increase our vocabulary. The Grammarian writes the word and its definition on the board before the meeting starts. When requested by the Toastmaster, the Grammarian says the word, gives its correct meaning, and uses it correctly in a sentence. During the meeting, the Grammarian records the number of times the Word for the Evening is used. In addition, the Grammarian notes grammatical errors by Toastmasters, such as incomplete sentences, incorrect grammar or malapropisms. When requested by the General Evaluator, the Grammarian reports the number of times the Word for the Evening was used correctly during the meeting and highlights grammatical errors with suggested corrections. Finally, the Grammarian announces that any Toastmaster who spoke but did not use the Word for the Evening should contribute the appropriate amount to the club depository.


The Invocator opens the meeting with a brief prayer or inspirational message suitable for the diverse beliefs of the club and the occasion. He or she then leads the club in the Pledge of Allegiance.

Joke Master

The Joke Master fills the time while the final votes are being tabulated. Since the time to count votes varies, the material selected should be flexible. The Joke Master may tell funny stories, or recite a bit of poetry, deliver thought-provoking bits of information, jokes, anecdotes, or one‑liners. Material presented must be in good taste and appropriate for the club audience.

Camera Operator

The Camera Operator records the speeches on SD cards provided by the speakers. At the conclusion of the meeting, return cards to the Speakers. The camera operator should obtain the instructions for the camera on our website and arrive early to familiarize himself or herself with the camera.

Hot Seat

The Hot Seat is available to perform any role that is not filled at the start of the meeting. The Toastmaster or General Evaluator should request the Hot Seat person to perform a duty prior to beginning the meeting.

Competent Leader Evaluator

The Competent Leader Evaluator makes him or herself available to members who are working on items for their Competent Leader Manual. He or she provides written evaluations for member CL Manuals upon request (this is not a public speaking role).


A responsibility of each member is to build membership in South County Toastmasters. Our club will naturally experience turnover as members change employment or meet their speaking objectives. New members keep our club strong and fresh. Inviting a neighbor, coworker or friend to attend one of our meetings is the best way to recruit new members. The benefits of being a Toastmaster are invaluable gifts that only you can share. You became a Toastmaster because someone extended an invitation to membership. Return the favor by asking someone to become a part of one of the best Toastmasters Clubs in the world.

Summaries, Forms and Scripts

Toastmaster’s Duties

  • Make your reminder calls early! Thursday is preferable….Sunday at the latest.
  • If a person cannot fulfill their duties, remind them that it is their responsibility to find a replacement. Have them call you with the replacement. If they still cannot find a substitute call the Vice President Education. Remind all speakers to bring a SD cartd.
  • Try to find a theme or message for the night. Have some fun! Make it light. Be creative!  The tone that you set will follow through the entire meeting. Start the meeting with an anecdote or explain the theme to get the audience’s attention.
  • Use the Toastmaster Agenda Sheet. Fill it out to make sure all Toastmasters who are scheduled are present. If someone is absent, make sure you get a substitute before the meeting starts.
  • Arrive at the meeting as early as possible.
  • Give Speaker Information sheets to the Speakers to fill out. Have the Speakers return them to you before the meeting starts.
  • Check the Speaker Information sheets BEFORE you introduce the speakers.
  • Do you have all the required information?
  • Are they legible?
  • Do you know how to pronounce each speaker’s name?
  • Watch the time! What is going on this night?  Do we have new member(s) joining?  Was the business meeting too long?  Do we have two Speakers who each want five minutes or several speakers who each want 10 minutes?  The time you take as Toastmaster correlates to the amount of time other people need.
  • Be prepared to fill in. Have extra material to fill in dead space. What if the Joke Master does not show? What are you going to do?  It is important to keep the meeting on time. Bring the meeting to order promptly at the end of the break and keep it moving briskly all evening. Our target for the meeting close is 9 PM. Have fun, but keep things on schedule.

Toastmaster’s Report (form)

Before the Meeting

  1. Hand out Speaker Information forms to each Speaker. When you collect them, make sure all the spaces are filled in and that they are legible. Review the times of each speech.
  2. Let the General Evaluator know who the Speakers are and their order of speaking. The G.E. will assign Evaluators and the Evaluators will collect the manuals from the Speakers.
  3. Make sure the Table Topics Master, the Joke Master and the Invocator are at the meeting. If not, fill in the positions with Toastmasters who have no job assignments.
  4. Get the names of the Grammarian, Time Keeper, Vote Counter, Ah Counter and Camera Operator and make sure they are ready (i.e. bell in hand, Word of the Evening on the board). Work with the G.E. if a participant is not there.

The Meeting

  1. Introductory Comments: Present your comments regarding the theme or plan for the meeting.
  2. Introduce the Participants
  • Grammarian
  • Time Keeper
  • Vote Counter
  • Ah Counter
  • Camera Operator
  • Greeter
  • Competent Leader Evaluator
  • Hot Seat
  1. Introduce the Table Topics Master.
  2. If the Table Topics Master has not asked for a vote for Best Table Topics, ask the Time Keeper which participants are eligible for voting. Ask for the vote for Best Table Topics. Adjourn for a ten minute break.
  3. Reconvene the meeting. Introduce each Speaker using the Speaker’s Information Form. As a part of this introduction, call on each Evaluator to state the objective of each Speaker. After each Speaker, allow a short time to record comments.
  1. At the conclusion of the scheduled Speakers, introduce the General Evaluator.
  2. After the General Evaluator returns control of the lectern, introduce the Joke Master. Signal the Joke Master to conclude their presentation when the Vote Counter gives you the ribbons and tally sheet. Thank the Joke Master.
  3. Present the awards in the order listed on the Vote Counter’s Report. Lead the applause for each recipient.
  4. Make your concluding remarks and return control of the lectern to the President.

Times of the Meeting

Start of the Meeting/Introduction of President:                                 6:00 PM

Business Meeting End/Introduction of Toastmaster:                         6:15 PM

Start of Table Topics/Introduction of Table Topics Master:               6:20 PM

End of Table Topics/Adjourn for 10 minute break:                            6:40 PM

Start of the Speeches:                                                                         6:50 PM

Introduction of General Evaluator/Start of Evaluations:                   7:25 – 8:30 PM

Start of the Evaluation by General Evaluator:                                    7:40 – 8:45 PM

End of G.E. Evaluation/Joke Master Start:                                        7:43 – 8:48 PM

Handing out Ribbons:                                                                         7:48 – 8:52 PM

Closing Remarks by Toastmaster and President:                               7:55 PM

Meeting Adjourned:                                                                           8:00 PM

N.B. The scheduled times are meant to be a guide for running a timely meeting and can be changed as circumstances warrant.         

Notes for the Toastmaster

Guests and Toastmasters from other clubs often compliment us on how smoothly our club runs. As Toastmaster for the Evening, you play a major role in keeping the meeting moving along. In the Toastmaster file box, you will find two different sheets that will help you perform your job. In the notes below, some of the major tasks and smaller details that tend to escape us are covered:

Getting Ready

  1. On the Thursday before the meeting (Sunday at the latest), contact the participants (Speakers, Invocator, Table Topics Master, Joke Master, Hot Seat and General Evaluator) and inform them of their job. Ask each person to confirm that they will attend. If they are not coming, they are to give you the name of their replacement. Remember, it is each member’s responsibility to find a replacement if they need one. If necessary, help the member find a replacement. In an extreme case, contact the VP Education for help.
  2. Remind scheduled speakers to bring a SD card for the video camera.
  3. If you have a theme in mind, let the Table Topics Master and Joke Master know. (Speakers usually have enough to handle, so you may choose not to include them in your theme.)
  4. Arrive at the meeting about 30 minutes early. This will permit you to make any last minute changes with greater comfort. The need for replacements happens more often than you think so be prepared to find substitutes immediately. Remember the meeting starts at 7 PM.
  5. Prior to the start of the meeting, obtain the Toastmaster’s Meeting Format Sheet (see page 38). Copies are in the file box or go online to get a copy.
  6. Give each Speaker a Speaker’s Information Sheet to fill out. Collect them and make sure that you can read and understand the information before making the introductions.
  7. Tell the President who the Invocator for the evening is.
  8. Get together with the General Evaluator and give them the names of all the Speakers and the speaking order.
  9. The General Evaluator will in turn give you the names of the Ah Counter, Vote Counter, Camera Operator, Grammarian, Time Keeper and Evaluators (and whom they will evaluate).
  10. Let the Speakers know who their Evaluators are and tell them to meet with their Evaluator to discuss the speech. (This usually means handing over the manual and indicating which speech number is being given.)


  1. Remember that as Toastmaster, your primary jobs are to set the tone of the meeting, to keep the meeting running smoothly, and to have as many Toastmasters participate in the meeting as possible. Keep track of the time.
  2. After the business meeting is completed, remember that Table Topics should start at 7:20 PM. So keep comments to a minimum–while setting an energetic tone–and do not forget to introduce your other “helpers.” If the meeting is running late, consider cutting the break short to get more questions in.
  3. At the end of each speech, try to provide a minute so that people can write down comments for the Speakers.
  4. Remember to smile and have fun!


General Evaluator’s Agenda (form)

  1. Ask the Time Keeper to provide the time requested and the actual time of each speech and whether each Speaker is qualified for the Best Speaker vote.
  2. Request the vote for the Best Speaker from among those qualified.
  3. Introduce each Evaluator using the order in which the Speakers presented their speeches.
  1. At the conclusion of the last Evaluation, ask the Time Keeper if each Evaluator is qualified for the Best Evaluator vote. Ask for the votes for Best Evaluator from among those qualified.
  2. Request the Grammarian’s report. Ask that the banks be passed around the table and that any Toastmaster who had an opportunity to speak and did not use the Word of the Evening to contribute the designated amount to the bank. Also, any Toastmaster who did not wear a name tag during the meeting should also contribute the designated amount.
  3. Request the Ah Counter’s report.
  4. Ask the Time Keeper to report the amount of time used for the business meeting, the amount of time used for Table Topics, whether or not the speech section of the meeting began on time, and whether or not the meeting is currently on schedule.
  5. Present your Evaluation of the total meeting (up to three minutes):
  • Evaluate the Evaluators (but not the Speakers)
  • The Toastmaster
  • The Table Topics Master, Grammarian, and Ah Counter
  • The general conduct of the meeting, including starting on time and following the agenda and standards for excellence.
  • Rate the Meeting from 1 (Help) to 10 (Spectacular).
  1. Request the votes for Most Improved.
  2. Return control of the lectern to the Toastmaster of the Evening.

Times of the Meeting

Start of the Meeting/Introduction of President:                     6:00 PM

Business Meeting End/Introduction of Toastmaster:             6:15 PM

Start of Table Topics/Introduction of Table Topics Master:   6:20 PM

End of Table Topics/Adjourn for 10 minute break:                6:40 PM

Start of the Speeches:                                                             6:50 PM

Introduction of General Evaluator/Start of Evaluations:       7:25 – 7:30 PM

Start of the Evaluation by General Evaluator:                        7:40 – 7:45 PM

End of G.E. Evaluation/Joke Master Start:                            7:43 – 7:48 PM

Hand out Ribbons:                                                                  7:48 – 7:52 PM

Closing Remarks by Toastmaster and President:                    7:55 PM

Meeting Adjourned:                                                               8:00 PM

N.B. The scheduled times are meant to be a guide for running a timely meeting and can be changed as circumstances warrant.         

Notes for the General Evaluator

Guests and Toastmasters from other clubs often compliment us on the warm atmosphere of our club and how smoothly the meetings run. As General Evaluator for the Evening, you play a major role in making sure that our club members meet our high club standards. In the Toastmaster file box, you will find two different sheets that will help you perform your job. In the notes below, some of the major tasks and smaller details that tend to escape us are noted.

Getting Ready

  1. On the Thursday before the meeting (Sunday at the latest), contact the following people (Evaluators, Ah Counter, Vote Counter, Camera Operator, Grammarian and Time Keeper) and inform them of their job. Ask each person to confirm that they are coming. If they are not coming, they are to give you the name of their replacement. Remember, it is each member’s responsibility to find their replacement if they need one. If necessary, help the member find a replacement. In the extreme case, contact the VP Education for help.
  2. Arrive at the meeting about 30 minutes early. This will give you adequate time to make any last minute changes. The need for replacements happens more often than you think so be prepared to find substitutes immediately. Remember, the meeting starts at 7 PM.
  3. When you arrive, lay out the tools for each job; i.e., the bell for the Ah Counter, eraser and marker for the Grammarian, stopwatch, light box, and timer sheet for the Time Keeper, ribbons and sign for the Vote Counter, camera for the Camera Operator, General Evaluator’s Report for yourself.
  4. Get together with the Toastmaster and get the names of all the speakers and the speaking order.
  5. Then give the Toastmaster the names of the Ah Counter, Vote Counter, Camera Operator, Grammarian, Time Keeper and Evaluators (and who they will evaluate).
  6. Let the Evaluator know who their Speaker is and tell them to meet with their Speaker to discuss the speech. (This usually means getting the manual and finding out which speech number is being given.)
  7. Make sure the Vote Counter is aware that they are the tie-breaking vote in all contests.
  8. Make sure the Ah Counter knows that they should ring the bell throughout the meeting (7 to 9 PM) except for guests and during prepared speeches.


Remember that as General Evaluator, your primary job is to evaluate and critique how well the club conducts itself. Some specific questions to think about are:

  1. How seamlessly did the meeting flow?
  2. Was the business meeting well-run and to the point?
  3. How well did the different Toastmasters perform their jobs? Specifically, critique the Evaluators on their techniques. Do not evaluate the Speakers. Were the guests addressed during the job descriptions, speeches and evaluations?
  4. How well did we adhere to the meeting times (see Time Keeper)? Was the business meeting too long?  Table Topics too long?  Speeches too long?
  5. How well did the Toastmaster accommodate non-standard situations?
  6. Are the Speakers having their speeches recorded?
  7. Did we have enough Table Topic questions? If not, what went wrong?
  8. During your evaluation, remember to praise and give constructive feedback. Whitewashing does not help the member or the club.
  9. Remember to smile and have fun!

Time Keeper Duties and Light Procedures

6:00 PM                1.   Notify the Sergeant At Arms to introduce the President.

7:15 PM                2.  Inform the Chair when 15 minutes have elapsed from the start of the business meeting by turning on RED Light.

  1. Inform the Table Topic Master the number of minutes until the break at 7:40 or after 20 minutes, whichever comes first.
  1. Keep time of Table Topic Speakers. Table Topics are to be between 1 minutes and 2-½ minutes.  Turn YELLOW light on at 1 minute and the RED light on at 2 minutes.

7:40 PM                5.   Sound the buzzer at 7:40 PM or after twenty minutes to notify the Table Topic Master that time has expired.

  1. At the end of Table Topics announce to the membership whether or not all participants are qualified. Read off the names of all the qualified participants.
  1. Table Topic Master returns control of the lectern to the Toastmaster. The Toastmaster calls for a 10 minute break.

7:50 PM                8.   Time Keeper sounds the buzzer to notify the Toastmaster that the break is over.

  1. Time the prepared speeches. The Toastmaster will announce the time requested by the speaker.  In the event that the time is not announced, ask for the requested time.
  1. Time will begin with the first word uttered by the speaker.
  2. Turn the GREEN light on and leave on 2 minutes before the end of the speech.
  3. Turn the YELLOW light on and leave on 1 minute before the end of the speech.
  4. Turn the RED light on and leave on when the requested time has expired.
  5. The RED light will begin blinking 30 seconds after it is turned on.
  1. At the end of the speeches, announce to the membership whether or not all participants are qualified. Read off the names of all the qualified members.

8:25 – 8:30 PM     11. Time the Evaluations.  Evaluations are to be between 1-½ minutes and 3-½ minutes.  Turn the YELLOW light on at 2-½ minutes and the RED light on at 3 minutes.

8:43 – 8:48 PM     12. Time the General Evaluator.  The General Evaluator is to speak for 3 minutes. Turn GREEN light on after 1 minute, YELLOW light after 2 minutes, and the RED light at 3 minutes.

8:00 PM                13. Meeting Adjourns.

Time Keeper’s Report (form)

Time Keeper’s Name: _________________________________Date: _____________

Meeting called to Order 
Start of Business Meeting 
End of Business Meeting/Start of Table Topics 
Total Time of Business Meeting 
End of Table Topics 
Total Time of Table Topics 

Table Topics

Yellow Light 1 minute
Red Light 2 minutes
Table Topics Speakers

Table Topics  speakers are qualified for award if they speak at least 1 minute but not more tan 2-1/2 minutes


Green Light 2 minutes before requested time.

Yellow Light 1 minute before requested time.

Red Light at requested time.


Speakers are qualified for award if they do not speak for more than one minute over requested time.


Yellow Light at 2-1/2 minutes

Red Light at 3 minutes


Evaluators are qualified for award if they speak at least 1-1/2 minutes but not more than 3-1/2 minutes.

General Evaluator – Start Time 
General Evaluator – Total Time 
Meeting Adjourned Time 

Give this report to the Secretary at the conclusion of the meeting.

Vote Counter Duties & Sheet

The Vote Counter’s job is fairly straightforward. First, obtain the Vote Counter’s sheet found in the club file box. Also get a ribbon from the lectern for each category. You may wish to use a blank piece of paper as a worksheet.

Votes will be called by the Toastmaster and the General Evaluator and passed to you. Use your worksheet to begin tallying the total votes for each category. Do not vote unless you are casting the tie-breaking vote.

In addition to the votes, fellow Toastmasters will also pass written evaluations for the Speakers to you. Separate them and give them to the Speakers after the meeting.

After all the votes have been counted, usually while the Joke Master is at the lectern, record the winner’s names on the Vote Counter sheet and the ribbons. Take the ribbons to the Toastmaster for the presentation of the awards and give the Vote Counter sheet to the club Secretary.

Vote Counter Sheet

Name: _________________________                       Date: __________________

Best Table Topics: _________________________________________________

Best Evaluator: ___________________________________________________

Most Improved: __________________________________________________

Best Speaker: _____________________________________________________

Speaker Information (form)

Speaker’s Name



Manual Used




Project Number and Name






Ask Evaluator
Time Requested



Information about the Speaker





Title of the Speech






Speaker’s Name



Manual Used




Project Number and Name






Ask Evaluator



Time Requested



Information about the Speaker




Title of the Speech





Secretary’s Form for Minutes (form)


CLUB NO. 1957

Meeting Date: _____________ Called to order at: ____________ Location: ________________

Presiding officer: __________________________   Toastmaster: _________________________

Time Keeper: _____________________________    Camera Op: _________________________

Ah Counter: ______________________________   Table Topics: ________________________

Vote Counter: _____________________________  Joke Master: _________________________

Grammarian: _____________________________    General Eval: ________________________

Greeter: _____________________________            Hot Seat: ________________________Invocator: ________________________________   CL Eval: __________________________

Officers’ Reports (VP Ed, VP Membership, VP PR, Treasurer, Sgt-at-Arms, Officer at Large)





Committee Reports:






Old Business:






New Business:






Correspondence & Announcements:






Guests: ____________________________               ___________________________________

___________________________________              ___________________________________


  1. _____________________ 13. ____________________ 25. _____________________
  2. _____________________ 14. ____________________ 26. _____________________
  3. _____________________ 15. ____________________ 27. _____________________
  4. _____________________ 16. ____________________ 28. _____________________
  5. _____________________ 17. ____________________ 29. _____________________
  6. _____________________ 18. ____________________ 30. _____________________
  7. _____________________ 19. ____________________ 31. _____________________
  8. _____________________ 20. ____________________ 32. _____________________
  9. _____________________ 21. ____________________ 33. _____________________
  10. ____________________ 22. ____________________ 34. _____________________
  11. ____________________ 23. ____________________ 35. _____________________
  12. ____________________ 24. ____________________ 36. _____________________

Speakers and Evaluators

Speaker 1:       __________________________        Evaluator 1: _________________________

Speaker 2:       __________________________        Evaluator 2: _________________________

Speaker 3:       __________________________        Evaluator 3: _________________________

Speaker 4:       __________________________        Evaluator 4: _________________________

Most Improved:          ____________________        Best Table Topics: ____________________

Best Evaluator:           ____________________        Best Speaker_________________________

The General Evaluator rated the meeting a ____       Meeting adjourned at________________

Minutes submitted by ___________________________________________,  Secretary.

South County Toastmasters Meeting Format

6:00 PM Sergeant-At-Arms introduces the President


Meeting called to order by the President

Invocation and Pledge of Allegiance by the Invocator _____________________

Introduction of Guests           _____________________      _____________________

_____________________      _____________________

Business Meeting 6:05 PM

  1. Minutes of previous meeting will be read by the Secretary
  1. Corrections or additions to the minutes
  2. Vote to accept the Minutes as read
  1. Officer’s Reports (VP Education, VP Membership, VP Public Relations, Secretary, Treasurer, Sergeant-at-Arms and the Officer-at-Large)
  2. Committee Reports
  3. Old Business
  4. New Business
  5. Correspondence and Announcements
  6. Conclude Business Portion of the Meeting

Introduction of the Toastmaster of the Evening        __________________________

Toastmaster Duties 6:15 PM

Short introductory speech, theme of the evening if there is one

Introduction of the Grammarian         _____________________

Introduction of the Time Keeper        _____________________

Introduction of the Ah Counter         _____________________

Introduction of the Vote Counter      _____________________

Introduction of the Camera Operator _____________________

Introduction of the Greeter    _____________________

Introduction of the CL Evaluator       _____________________

Introduction of the Hot Seat  _____________________

Introduction of the Table Topics Master    ____________________________________

Table Topics 6:20 PM (until 20 minutes or 6:40 PM whichever comes first)

Vote for the Best Table Topics Speaker

Return Control of the Lectern to the Toastmaster

Announce break from 7:40 PM until 7:50 PM

Toastmaster 6:50 PM

Introduction of Speakers

  1. _____________________
  2. _____________________
  3. _____________________
  4. _____________________

Introduction of the General Evaluator       _____________________

General Evaluator 7:25 PM

Introduction of the Time Keeper to request the times of the speeches

Vote for Best Speaker

Introduction of the Evaluators

  1. _____________________
  2. _____________________
  3. _____________________
  4. _____________________

Vote for the Best Evaluator

Request the Grammarian’s Report

Request the Ah Counter’s Report

Request the Time Keeper’s Report

Evaluation of the Meeting ~ 3 min

Vote for Most Improved

Return Control of the Lectern to the Toastmaster

Toastmaster 7:45 PM

Introduction of the Joke Master

Joke Master speaks while votes are being tabulated

Award the ribbons

Closing remarks

Return Control of the Lectern to the President

President 7:55 PM

Next Week’s schedule by the Vice President Education

Closing remarks by the guests

Any additional remarks by members

Closing remarks by the President

Meeting Adjourned 8 PM

Toastmaster Outside Activity Report (form)

When you participate at another Toastmasters or non-Toastmasters function, fill out the form below and turn it into the club Secretary.

Name: __________________________

Speaker __________  Toastmaster     _________      General Evaluator _________

Judge ____________  Evaluator ___________          Table Topics ______________

Timer ____________  Attended ____________        Other ___________________

Date ______________________       Organization ________________________

Function __________________________________________

Speech Title _____________________________________________

Length __________________________________________

Project Speech to be credited _______________________________________

Explain how the speech fits in with the appropriate speech purpose

Toastmaster of the Year points achieved _____________________________

Under what category _______________________________________

Other Information _______________________________________

Toastmaster who evaluated _______________________________________

I certify that the above information is accurate.



Please return to the club Secretary

South County Toastmasters Applicant Data Sheet (form)

Name _________________________            Age __________        Date ______________

Address ___________________________________



Telephone (W): ___________________________    Telephone (H): _______________________

E-mail Address: __________________________________________

Employer’s Name ____________________________________________________________

Job Title ____________________________________________________________________

Name of Spouse ______________________________________________________________

Educational Background _______________________________________________________




Interest and Hobbies ____________________________________________________________




Goals and Reasons for Applying for Membership _____________________________________




Inducting New Members

Standard Procedure

  1. The VP Membership receives the Application for Membership, a check (see TM manual for prorating), and a brief biography from the applicant. (Application packages can be found in the file chest at the front of the room.)
  2. The Treasurer submits the application and check to Toastmasters International within 48 hours of induction.
  3. The Treasurer or the VP Membership sends the VP Education the contact information for the new member.
  4. The VP Education finds a Mentor for the applicant.
  5. The VP Membership or the President assembles a binder containing the club constitution, the club bylaws, the club rules, the schedule of fees, the club manual and a photocopy of the Icebreaker speech from the Basic Communication Manual. The VP Education provides the Mentor Sheet containing the name and phone number of the Mentor.
  6. Preferably a week after the VP Education is advised about the new applicant, the VP Membership announces during the New Business portion of the meeting that an application for membership has been received.
  7. The President, VP Education, VP Membership, Treasurer and the Sgt.-at-Arms work from the New Member Induction script to formally induct the new member.

N.B. If the President is not available, the evening’s ranking officer performs the President’s duties. If the VP Membership is not available, the VP Public Relations or another officer will take over those duties. If the Treasurer is not available, the President or the VP Education will submit the monies and the application to Toastmasters International.

The Mentor/Protégé Relationship

This document is intended to help define the duties of the Mentor to his or her Protégé as well as the obligations that the Protégé has to his or her Mentor  Each relationship is, of course, unique, so the following guidelines should be considered a “road map”:

Mentor Duties

  1. Explain the Toastmasters’ Program (Communication Track, Leadership Track, and Officer Roles).
  2. Explain the various roles and duties of the Toastmaster Meeting (see Monthly Schedule) and how to perform them. It is probably a good idea to sit next to the Protégé so that you answer questions as they arise.
    1. Toastmaster
  3. General Evaluator
  4. Table Topics Master
  5. Evaluator
  6. Others (Time Keeper, Ah Counter etc.)
  1. Help the Protégé with their assigned roles, preferably by sitting next to them.
  2. Suggest techniques for answering Table Topics questions and for evaluating Speakers.
  3. Provide mentoring for the speeches. This may include ideas for speeches, reviewing the text of a speech or even listening and critiquing a dress rehearsal.
  4. Call the Protégé if they are lapsing in attendance.

Protégé Duties

  1. Try to come 10 – 15 minutes early to the meeting so that there will be time to talk with your Mentor, especially if you have a role to perform that evening.
  2. Let the Mentor know in advance if you need help, especially with speeches.
  3. Do not be afraid to ask your Mentor for help. They are there to help you.

How long does the relationship last?

At South County Toastmasters, we do not define the length of a mentor/protégé relationship. A large part of the decision depends on how quickly the Protégé learns. In the end, the Mentor and Protégé make the decision.

Script for Inducting New Members


  1. Inductions are handled under the New Business section of the Business Meeting.
  2. Make sure the Inductee has read and completed the Toastmasters Membership Application, including the Toastmasters Promise, and paid dues.
  3. Make sure the Inductee has completed the Applicant Data Sheet.
  4. Participating Officers: President, VP Membership, VP Education, Treasurer and Sgt.-at-Arms.

VP Membership:  Mr. President, we have an application for membership from _____________.

President: ____________________ (applicant), would you please rise?

President: ____________________  (Applicant), are you aware of how the Toastmasters program works and the benefits you will receive, as well as the duties and responsibilities of being a South County Toastmaster, and do you agree to abide by these duties and responsibilities?  (If yes, continue. If no, follow instructions below*.)

President:  Has the Treasurer received funds for dues from the applicant?

Treasurer:  Yes, I have.

President:  Would the Sergeant-at-Arms please escort the applicant and all other non-Toastmasters out of the room while we discuss this application?

President:  Would the VP Membership read the applicant’s data form?

VP Membership:  (reads information from the applicant’s data form)

VP Membership:  I move that we accept ______________________ (applicant) for membership in South County Toastmasters.

Second by another South County Toastmaster

President:  Is there any discussion?

President:  All those in favor of accepting _________________ (applicant) as a new member of South County Toastmasters, signify by saying “Aye.”

President:  All those opposed, signify by saying “Nay.”

President:  The “ayes” have it.

President:  Would the Sergeant-at-Arms ask ________________ (applicant) and non-Toastmasters to return to the meeting?


VP Membership or President:  Fellow Toastmasters, it is now our duty and privilege to induct ________________ into South County Toastmasters. This is an important occasion, both for this new member and for our Club. This individual has come to Toastmasters seeking to improve his/her communication skills, and we now have an opportunity to help him/her learn, grow, and achieve.

I will now call our new member forward and ask him/her to join me at the lectern.

________________ , you are joining a worldwide organization that has helped nearly three million people learn to communicate more effectively. As a member of South County Toastmasters, you will benefit from a proven program of self-development. You will become part of an outstanding group of people who are dedicated to helping one another in a spirit of sharing.

VP Education, who has been assigned as a Mentor for this new member?

VP Education:  Gives name of Mentor.

President or VP Membership:  Would ______________ (mentor) please stand up?  As an experienced Toastmaster, you have been asked to help this new member get off to a good start. Do you accept this responsibility and pledge to share your knowledge and experience with our new member so that he/she can immediately begin to benefit from his/her Toastmasters membership?

Mentor(affirmative response)

President or VP Membership:  (Congratulates new member and presents him/her with binder containing the Club rules, bylaws and Ice Breaker speech.)


*If applicant answers “no” to any of the questions, the process should be delayed until they can answer “yes” to all questions. It may be necessary to postpone acceptance of the new member until a later meeting.

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