This is simply an email, broken into sections, and sent out to the President and Vice President Education (VPE) of each club. I chose to keep things simple by using text and links, rather than adding graphics or maintaining a separate mailing list through an online service.
The idea is to make a monthly announcement of key items that should be on the club leaders' minds and provide them with essential resources, without overwhelming them with tons of separate messages. The newsletter is something they can return and reference as needed throughout the month. It doesn't have to be read through in full upon receipt. They can visit it when a particular topic becomes of special interest.
Here are the topics I included in the August newsletter.
- Smedley Award: An annual membership drive that occurs August 1 to September 30 where clubs get special recognition for adding five members during the period.
- Semi-Annual Dues Renewal: To be eligible for DCP and remain in good standing with Toastmasters International, all clubs must get their semi-annual dues filed by October 1.
- Proxy Voting: I encouraged clubs to assign their proxy votes for the International Convention.
- DCP: I reminded clubs of the DCP opportunities. In particular, two of the easiest goals to achieve require having at least four officers trained in each round of TLIs and getting renewal dues filed on time. This frees clubs up to work on the challenges of membership growth and supporting members' educational progress. Further, I reminded the club leaders that DCP is not about scoring points, but is a measure of a club's quality. Therefore, DCP should be pursued as a proactive approach to ensure a quality experience for members.
Lastly, I reminded everyone that I looked forward to visiting over the next month and that they should be sure to let me know how I can best support their clubs this year.