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Good club meetings begin with the club officers. When the club officers know their roles and fulfill their responsibilities, it shows in the club meeting itself. Club officers establish the goals and standards for the club meetings and they act as role models for other members. Much of an officers' work is done outside of the regular club meetings. Following are brief description of the officers roles, typical duties outside and during the club meetings, and reference material that can be downloaded from the Toastmaster International website here.
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President |
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The president holds the most important office in a Toastmasters club. As president, you provide the leadership and guidance the club needs to meet its standards and to become a Distinguished Club. You are responsible for providing the supportive club environment members need to fulfill their self-development goals, for making sure that members benefit from the Toastmasters educational program, and that the club recruits new members and retains current ones. - Attend district-sponsored club officer training.
- Ensure club officers meet officer and meeting standards.
- Oversee plan to achieve Distinguished Club Program goals and ensure club is Distinguished.
- Encourage communication and leadership development by promoting CC, AC, CL and AL awards.
- Ensure club has an ongoing membership-building program.
- Attend and vote club’s proxy at district council meetings or authorize a club member to do so.
- Attend regional conference and International Convention and vote club’s proxy or send proxy to district governor.
- Oversee administrative operation of club in compliance with the Club Constitution and Bylaws.
- Maintain relationships with the district and with Toastmasters International.
- Schedule and chair monthly executive committee meetings.
- Arrange for a replacement if unable to attend a club or executive committee meeting.
- Search for leaders, ensure all club offices are filled for the succeeding term and ensure timely elections are conducted.
- Prepare your successor for office.
- Greets guests and members as they arrive.
- Ensure the meeting starts and ends on time.
- Leads each club meeting, and sets the tone and pace of the meeting.
- Introduces the Toastmaster of the meeting.
- Discuss the Distinguished Club Program and the club’s progress and achievements in it.
- Recognize member achievements in Toastmasters and in their personal lives.
- Leads the business portion of the club meeting.
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VP of Education |
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The office of vice president education is a critical office in a Toastmasters club. The Toastmasters educational program depends on the vice president education to carry out the club’s mission. As vice president education, you are responsible for providing and maintaining the positive environment and the programs through which members can learn and grow. If you do your job well, your club will have satisfied members and will continue to grow. Your efforts also will help the club become a Distinguished Club, which should be an annual goal. - Plan club meetings, completing schedules and assignments at least three weeks in advance and confirming each schedule five to seven days before the meeting.
- Promote participation in the educational program. Get commitment from members to earn the next level of achievement and track their progress toward these awards.
- Orient new members to the Toastmasters program within two meetings after they join.
- Assign every new member a mentor.
- Attend district council meetings and vote the club’s proxy.
- Attend district-sponsored club officer training.
- Vote at regional and international business meetings.
- Attend club executive committee meetings.
- Arrange for a replacement if unable to attend a club or executive committee meeting.
- Prepare your successor for office.
- Greets guests and members as they arrive.
- Provide President with list of members to receive educational awards or other recognition that should be mentioned at the meeting.
- Notes what manual projects speakers are completing and marks them in their member achievement records.
- Monitor club performance for quarterly reports to the club president.
- Preside over club meetings when the president is absent.
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VP of Membership |
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The vice president of membership is responsible for building membership and ensuring a strong membership base by satisfying the needs of all members. The vice president of membership job is vital to the growth and success of the club.
- Makes a list of the new members who have joined the club since the last meeting and coordinates with the President and Vice President for an induction ceremony at the next meeting.
- Attend and vote at area council meetings.
- Attend district-sponsored club officer training.
- Attend club executive committee meetings.
- Arrange for a replacement if unable to attend a club or executive committee meeting.
- Prepare your successor for office.
- Greets guests and members as they arrive.
- Provides all guests with Toastmasters promotional literature and answers any questions they may have about the club.
- Helps those guests who do wish to join to complete the membership application.
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VP of Public Relations |
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The vice president of public relations is responsible for attracting guests to the meeting through promotional venues and activities for your club such as, club newsletters, club website, radio and newspaper advertisement. - Promote the club to local media.
- Produce and distribute a club newsletter.
- Maintain the club website.
- Attend district-sponsored club officer training.
- Attend club executive committee meetings.
- Arrange for a replacement if unable to attend a club or executive committee meeting.
- Prepare your successor for office.
- Greets guests and members as they arrive.
- Announce upcoming events and programs.
- Ask for contributions to the club newsletter and website.
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Treasurer |
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The treasurer is responsible for keeping clear and accurate financial records of club business and for seeing that the club remains financially stable. - Prepare a budget to be approved by the executive committee and membership within one month of taking office.
- Provide the bank with a new signature card by July 1/January 1.
- Prepare and send dues statements by August 15/February 15.
- Collect and pay dues to World Headquarters by October 1 and April 1, and work with the vice president membership to contact members who have not paid dues. Pay dues online.
- Submit new member applications and dues to World Headquarters within 48 hours of receipt. Add new members online.
- Pay bills as due.
- Keep records of all financial transactions.
- Present verbal and written financial reports quarterly (October 15, January 15, April 15 and July 15).
- Submit club accounts for audit.
- Attend district-sponsored club officer training.
- Attend club executive committee meetings.
- Arrange for a replacement if unable to attend a club or executive committee meeting.
- Prepare your successor for office.
- Greets guests and members as they arrive.
- Receive completed new member applications and dues.
- Announce when dues are due and explain dues structure.
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Secretary |
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The club secretary is responsible for keeping clear and accurate records of club business, including membership records and correspondence with Toastmasters International’s World Headquarters and others. - Maintain accurate membership roster and give it to treasurer to submit with dues.
- Submit new club officer list to World Headquarters within 10 days after elections via Web site or mail. Also, submit any changes to club officers immediately to WHQ.
- Handle general club correspondence.
- Keep club files, including the club charter, Constitution and Bylaws, minutes, resolutions and correspondence.
- Attend club executive committee meetings.
- Attend district-sponsored club officer training.
- Attend district council meetings and vote the club’s proxy.
- Attend district-sponsored club officer training.
- Vote at regional and international business meetings.
- Attend club executive committee meetings.
- Arrange for a replacement if unable to attend a club or executive committee meeting.
- Prepare your successor for office.
- Greets guests and members as they arrive.
- Record and read meeting minutes.
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Sergeant At Arms |
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The sergeant at arms is responsible for maintaining club properties and arranging the meeting room. - Schedule the meeting location.
- Maintain club equipment and check after every meeting to ensure adequate supplies are available.
- Order club supplies.
- Arrange for food service at meal meetings.
- Attend district-sponsored club officer training.
- Attend club executive committee meetings.
- Arrange for a replacement if unable to attend a club or executive committee meeting.
- Prepare your successor for office.
- Greets guests and escort them to the club president.
- Greet visiting officers and escort them to the club president.
- Arrange the room and equipment at least 30 minutes before the meeting begins. Make sure the lectern is in place, the banner displayed, evaluation forms and ballots distributed, awards, supply catalog, progress chart and educational material displayed, place cards arranged and name badges available.
- Collect ballots and tally votes for awards (for contests).
- Returns the meeting room to its original configuration upon the completion of the meeting.
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Member Resources