Towns of York Toastmasters

The Timer / Ballot Counter role is an excellent role for a new member to begin participating in club meetings immediately.

One of the key skills Toastmasters learn is to run a meeting so that it starts on time and finishes on time. Doing this requires both proper planning of the agenda, and speakers who can work within the allotted time limits.

As timer you are responsible for monitoring the time for each meeting segment and speaker. You’ll also operate the timing lights, so the speakers know how long they have been talking. Serving as timer is an excellent opportunity to develop the ability to listen and stay focused while you multi-task.  You will also have the opportunity to give a brief oral report.

On meeting day arrive at the meeting a few minutes early so you have time to set up and test the timing equipment. Be sure you understand how to operate the stopwatch and signal device, make certain the timing equipment works and sit where the signal device can be seen by all.

Before the meeting starts, make sure you know the timing for each speaker/meeting segment. If the timing is not clearly indicated on the agenda you should speak with the chairperson for clarification.

During the meeting, listen carefully to each program participant and turn on the green, yellow and red signals at the appropriate times. When each speaker finishes, record the participant's name and time on the timer’s report.

Near the end of the meeting, you will be asked to provide a timekeepers report by the General Evaluator.  When you are introduced, stand by your chair, provide a brief description of your role, (5-15 seconds) and then report the timings for the meeting.  Normally you should announce:

• The time taken for the (Invocation and) Toast
• The time taken by the Jokemaster
• The minimum and maximum speaking time for table topics
• The time taken for the business meeting (if applicable)
• The time taken for the educational segment (if applicable)
• The time for each prepared speech
• The time for each evaluation

At the conclusion of your report return control to the chairperson and be seated.

The Towns of York normally awards a ribbon to the best table topics speaker, best evaluator and best prepared speech as selected by a vote of the members in attendance.  The Timer/Ballot Counter is responsible for counting the votes and providing the chairperson with a list of  the members who are eligible for awards.

After the last evaluation, the membership will complete their ballots and several members will assist by collecting the ballots and delivering them for counting. If this doesn't occur, you should interrupt the meeting an ask that the ballots be collected.  Once the ballots have been collected, you should ask members sitting nearby (often they will begin to help without being asked) to assist in sorting and counting the ballots.  Once counted, you should clearly print on a small slip of paper Best Table Topics, Best Evaluator, and Best Speaker, and the names of the members who won the vote.  If there is a tie, list all names.  Either deliver these results to the Chairperson yourself, or ask someone sitting with you to do it on your behalf if you are to busy to do it in a timely manner.

After the meeting is finished, return the stopwatch and timing lights to the sergeant at arms, and give your completed timer’s report to the secretary so it can be inc;uded with the club minutes.

Tips and Other Important Points

• Be certain to sit where the timing signal can be clearly seen at the front of the room and by as many other people as reasonably possible.
• During table topics, turn the lights so that the table topics speaker can see them.
• If for some reason you have not been able to get the correct timing for a prepared speech, interrupt and ask the Toastmaster for the speech timing before the speaker has the opportunity to take the floor.  Ideally you can and should avoid this situation by speaking with the Toastmaster or Chairperson before the meeting begins.
• The end of the meeting is very busy for the Timekeeper/Ballot Counter.  Not only must you count the ballots, but you need to time the last few roles and give your report.  To avoid delaying the meeting you should ask nearby members for help (often this will happen without asking) to sort and count the ballots.
• If you don't have time to take the results of the ballot to the Chairperson, ask someone to help.
• Have fun!