Key Outcomes
The group coordinated plans for a demo meeting tentatively scheduled for September 17–18 targeting institutional prospects (CSU, FSUU, City Hall/LGU). A proposal letter to the mayor's office was flagged as too long and too direct about costs, requiring revision. Membership recruitment strategies were discussed, including social media posting frequency, joint meetings, and a potential partnership with Rose Bakeshop (a multi-branch company). Downtown Butuan Club was identified as needing a club coach and online meeting capability.
Decisions Made
- Demo meeting format: Include Toastmaster of the Day, Table Topics (2 questions only), Grammarian, one prepared speech, and a Q&A segment focused on explaining membership value. 12
- Cost framing: Convert the $72 membership fee to monthly peso equivalent (~₱750/month) before presenting to prospects — avoids sticker shock. 3
- Letter to mayor: Four-page letter deemed too long and too direct about the amount; consensus to shorten and soften the approach — meet the mayor first before sending formal correspondence. 45
- Speechcraft/training model: If prospects are not ready to charter a club, offer a speechcraft-style training instead (love gift/in-kind only, no fixed honorarium, in line with Toastmasters International policy). 67
- Prospect strategy shift: Rather than waiting for institutional replies, consider inviting prospects to attend an actual club meeting so they can observe firsthand, without formally reporting them yet. 89
Prospect & Outreach Status
- FSUU: Letter landed in spam; follow-up confirmed receipt; forwarded to VP level. Dean wants a justification before endorsing the proposal to their BP Academic Affairs. 1011
- CSU (Caraga State University): No feedback yet; Tm Rex to be followed up. 12
- City Hall / LGU: Appointment letter recently delivered; Toastmaster Chelsea (works in the mayor's office) identified as an internal contact who can follow up on the letter's status. 1314
- Rose Bakeshop: Multi-branch company with an HR contact known to Dilbert; suggested as a corporate prospect — target rank-and-file employees, with owner/manager involvement seen as critical to success. 1516
Club Health & Membership
- Downtown Butuan Club: ~13 members (below the 12-member floor after a potential non-renewal); needs a club coach from an external club; currently face-to-face only with no online meetings, which blocks coach assignment. 1718
- Butuan Toastmasters (Ma'am Crevi's club): At risk of dropping to 12 if Toastmaster Feli does not renew (relocating to Australia permanently). 1920
- Karaga Educators members transferred to Butuan club, stabilizing membership. 19
- Joint installation for both clubs proposed — deferred due to key officers being unavailable (president, sergeant-at-arms, tracker). 21
- Joint meeting between the two Butuan clubs planned for October (first Tuesday). 22
Recruitment & Social Media
- Posting cadence: Post every two days consistently — content can be meeting photos, role descriptions, or general Toastmasters awareness; algorithm favors regular posting. 23
- Reach math: To get 20 interested members, information must reach ~2,000 people. 9
- Action — Bobsey: Request PRm Charity to create a generic Butuan-area poster covering both clubs for shared posting. 2425
- Jen (serving as PRm) to maintain frequent posting on the club Facebook page; auto-reply on Messenger recommended for inquiry handling. 26
Demo Team Composition (Sept 17–18)
- Confirmed available: ~4 members from Dilbert's group + 2 from Ma'am Crevi's club (including Julie as prepared speaker). 227
- Division-level support possible; Bobsey offered to help if the visit proceeds. 28
- Saturday startup kit session to be attended to align on demo program materials and templates from the district. 1229
- If the Sept 17 appointment cannot be confirmed, the group will revert to building the demo program independently. 30
Action Items
- Jen: Call the FSUU dean tomorrow to follow up on VP-level feedback; update the group chat with any confirmed responses. 1231
- Jen: Confirm Sept 17 appointment at City Hall; notify Bobsey so travel and accommodation (Hotel Samar / Inland Resort area) can be arranged. 3233
- Ma'am Crevi: Contact Toastmaster Chelsea (City Hall) to internally follow up on the mayor's office letter. 14
- Bobsey: Ask PRm Charity to produce a Butuan-area Toastmasters poster for both clubs. 24
- Bobsey: Reach out to Rose Bakeshop HR contact (Dilbert's friend) about Toastmasters membership/awareness. 34
- Dilbert: Confirm which members are available Sept 17–18 and identify a prepared speaker for the demo. 3536
- All: Attend Saturday Club Builders / Startup Kit session to finalize demo program template. 29
Open Questions
- Whether Sept 17–18 dates will be formally confirmed by City Hall. 37
- Whether FSUU dean will proceed with endorsement after justification is provided. 11
- Availability of a club coach for Downtown Butuan (requires online meeting capability). 18
- Joint installation timing — dependent on president and key officers' availability. 21
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